Office Manager

Literacy Coalition of Central Texas
Job Description
Job Title:  Office Manager
Reporting Relationship:   Reports to Director of Finance and Operations
Primary Purpose:  Providing general administrative support for the organization, specifically in the areas of basic accounting functions, IT support, facilities management, and other administrative support operations.  This position supports the Director of Finance and Operations, and is the lead staff person for administrative functions such as maintaining facility needs, supporting program staff with office supplies and other expenses, conducting employee enrollment and payroll, and managing vendor relations, as well as occasionally helping with some minor admin support for the CEO.  The Office Manager acts as the first point of contact for many of our organization’s needs and serves as a central point of contact for all operational activities. 
About the Organization: The Literacy Coalition of Central Texas is a medium-sized, dynamic, progressive, and quickly growing non-profit organization in Austin, Texas.  The Literacy Coalition improves the quality and availability of literacy services and interventions in Central Texas. We support and grow community literacy programs outside the public K-12 educational system, including adult literacy, GED classes, English language instruction for adults, family and early childhood literacy programs, and specialized literacy skill-building for health literacy, computer literacy, workplace literacy and financial literacy. The Coalition creates a more literate Central Texas by providing the resources necessary to address this under-funded network of vital programs. The Literacy Coalition connects literacy organizations in our region to the funding, advocacy, professional development and service support as well as operating its own instructional programming, including an adult learning center and multi-site parenting and ESL classes. While there are 70 organizations in Central Texas working to make individuals more literate, the Literacy Coalition alone is working to coordinate, strengthen and grow our community’s literacy system so that we can reverse the increasing trend of illiteracy.
Specific responsibilities include
  • Office Management
    • Pickup and distribute mail
    • Manage insurance requirements/policies for facilities and equipment
    • Maintain & inventory office equipment
    • Manage office supplies
    • Assist Director of Finance and Operations in preparation for audits and monitoring visits
    • Support CEO (scheduling Board and Board Committee Meetings, working with CEO and Director of Finance and Operations to identify improvement needs and solutions in the areas of operational processes, policies and procedures )
  • Accounting and Finance
    • Create and send invoices
    • Print checks
    • Create check requests
    • Receive checks
    • Enter transactions in accounting software
    • Assist in monthly invoicing to government contract funders
    • Manage check receipt register
    • Manage requests for checks
    • Enter bills for payment
  • Purchasing
    • Purchase supplies and equipment for the organization and Programs
    • Understand and enforce agency procedures and policies for purchasing requirements
    • Manage suppliers (relationships and database)
  • Human Resources
    • Manage employee benefits
    • Record and Track PTO (via timekeeping software)
    • Manage employee onboarding and offboarding processes
  • Information Technology
    • Be the first level of response for IT issues
    • Coordinate IT issue repairs with external technician when needed
    • Manage IT inventory and tagging
  • Document Management
  • Facility Management, mainly interfacing with property management for leased space
Skills and Experience: The ideal candidate wants to/has experience working in an organized, process driven, fast paced environment where you do a lot of different kinds of activities every day.  You get equally excited watching your processes run like a Swiss Watch or having the CEO hand you a crisis to manage right now. Enjoys interfacing with internal staff and external stakeholders on a daily basis. Here’s some skills and abilities we are looking for:
  • The ability to:
    • Focus on a task
    • Work with minimal direction (this should be a desire)
    • Shift tasks and keep work prioritized
    • Make decisions using your independent judgement
    • Take initiative and solve problems
    • Communicate in a consistently professional and courteous manner
    • Use time efficiently
  • Experience in these programs:
    • Office 365
    • MS Office (Outlook, Word and Excel are the most used)
    • QuickBooks Online
    • Salesforce
    • Cloud based document storage
  • Comfortable with/Experienced in:
    • Working in a Task Management system
    • Working with/Creating/Reviewing procedures
    • Technology including from Windows based computers, cloud based programs, and office equipment
    • Communicating/negotiating with suppliers and accounting staffs
Hours and Location: Full-time, non-exempt employee at 30 hours per week, Monday through Friday.

Compensation:  Commensurate with experience, plus excellent benefits, including fully covered health insurance, dental, short-term disability, retirement and generous paid time off. Professional, innovative and fast-paced work environment, yet truly family-friendly and flexible.
The Literacy Coalition of Central Texas is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, age, national origin, ethnic, background, disability, sexual orientation or any other characteristic protected by law.
Austin, TX 78702
United States
Start Date
Application Due Date
To Apply
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Position Details

Michelle Rich
Michelle Rich
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Date Added: Aug 10, 2017
Category: Nonprofit Jobs

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