Office Manager

Job Summary
We are seeking a dedicated and organized Office Manager to oversee daily operations and ensure the smooth functioning of our office environment. Reporting directly to the Director of Support Service/Chief Operating Office, the Office Manager provides tactical support for a multi-location organization. This role involves managing office resources, coordinating activities, and maintaining a productive work environment to support the mission of Scouting America. The Office Manager must model and practice high-quality customer service to both internal and external customers, be creative, and enjoy working within a small, community-oriented environment that is mission and results driven. The ideal individual will have the ability to exercise good judgement, flexibility, and a positive attitude in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain balance amongst multiple priorities. The Office Manager will have the ability to work both independently and collaboratively on projects, from conception to completion, and must be able to work under pressure, at times, to handle a wide variety of activities and confidential matters with discretion. The office manager is customer-facing to both internal and external customers and must present a positive and helpful attitude when assisting staff, volunteers, and other customers.

Roles & Responsibilities

· Oversee and support all administrative support functions and ensure that offices are operating smoothly

· Practice and ensure high-quality customer service

· Manage office supply inventories and place orders as necessary

· Perform receptionist duties: greet visitors, and answer and direct phone calls

· Perform store service duties, including customer sales and returns, shipping, and inventory

· Lead the initial onboarding process for new employees, including hiring documents, notifications, and background checks as needed.

· Manage the offboarding process for employees leaving the council, ensuring proper documentation and exit procedures.

· Responsible for Daily Mail Log, receiving and sorting incoming mail/deliveries and manage outgoing mail/shipping processes

· Accurately handle, account for and deposit, monies from store, event, and fundraising activities

· Develop office procedures and ensure appropriate implementation

· Assist with managing and maintaining IT processes

· Manage office budget

· Identify opportunities for process and office management improvements, and design and implement new systems

· Organize and coordinate council events, meetings, and activities.

· Manage the processing of volunteer awards, ensuring timely and accurate recognition.

· Handle incident reporting, ensuring proper documentation and follow-up.

· Process certificate of insurance requests, coordinating with relevant parties.

· Oversee vehicle licensing and insurance policies, ensuring compliance with regulations.

· Manage and mentor the council’s registrar

· Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

Qualifications

· Commitment to the mission of Scouting America

· Excellent customer service skills

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

· Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, volunteers, members, external partners, and donors

· Outstanding written and verbal communication skills

· Demonstrated proactive approaches to problem-solving with strong decision-making capability.

· Emotional maturity

· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

· Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

· Bachelor’s degree preferred

· Strong work tenure: two to five years of experience supporting Executives and offices, preferably in a non-profit organization

· Experience and interest in internal and external communications

· Proficient in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat, Zoom, and web platforms. Experience with Scouting technology tools is a plus

Work Environment and Conditions

· Work is indoors and occasionally outdoors

· Heavy phone/email volume

· Needs to be able to work at a computer for long periods of time

· Standing and sitting for long periods of time

· Ability to work a flexible schedule including some weekends and evenings as required

· Ability to travel to and from meetings and appointments in locations and times throughout Montana; some driving may be required.

· Regular lifting required with occasional heavy lifting

About Scouting America, Montana Council:

Scouting America, Montana Council is a 501(c)(3) organization and is chartered to Scouting America National Council as one of 242 councils nationwide. Our mission is to prepare young people to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Scout Law.

Scout Oath – I promise to do my best to do my duty to God and my Country; to obey the Scout Law; to help other people at all times; to keep myself physically strong, mentally awake and morally straight.

Scout Law – A scout is Trustworthy, Loyal, Helpful, Friendly, Courteous, Kind, Obedient, Cheerful, Thrifty, Brave, Clean and Reverent.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Education:

• Associate (Required)

Experience:

• Office/Executive assistant: 1 year (Required)

Work Location: In person