Office Manager of the Huntsville Assistance Program (HAP)
Effective: May 2023
Part-Time Position: 30 hours per week; Monday through Friday
Location: Huntsville, AL
Send 1) resume, and 2) cover letter, via email to: HAP Director, Dr. Wendy J. Kirk

Wendy@HuntsvilleAP.org; or call 256-534-1928

The Mission

The Huntsville Assistance Program (HAP) is a group of Christian congregations that desire to provide a ministry of assistance and referrals to needy individuals and families in Madison County, Alabama. This ministry focuses on the non-homeless and strives to achieve its mission by the pooling of volunteers, information, and financial resources of its members. The Huntsville Assistance Program also makes every effort to cooperate with the different organizations, agencies, ministries, and other faith groups who have a similar desire to support the needy and the mission of the Huntsville Assistance Program.

Job Specifications

Essential Skills:

• Experience in the management of an office environment, preferably in a non-profit organization.
• Intermediate level skills and experience in the use of QuickBooks accounting software.
• Share the values of HAP’s mission and have a high level of compassion for those in need.
• Exceptional customer service skills enhancing HAP’s work with clients, member church organizations, volunteers, and other community agencies.
• Intermediate to advanced skills in the following applications: Microsoft Office Programs: Word, Excel, Access, Outlook; Adobe Products (PDF formatting); Multi-line Phone System

Key Responsibilities for the Office Manager will be:

• Oversight of QuickBooks software for the organizational budget, and recurring expenditures.
• Facilitate financial assistance payments to the appropriate entity for all three HAP sites as requested.
• Administration of payroll activities.
• Supply administrative support for all daily and outreach activities as requested by the Director.
• Supporting the organization in the preparation of documents for the monthly board meetings.
• Supporting the organization in all outreach activities to Churches and the community at large to aid in the fulfillment of the outreach mission and vision of the organization.
• Supplying recurring and ad hoc QuickBooks reports as requested by the Director/Board.
• Provide exceptional customer service to our clients, member churches, volunteers, and Board of Directors while serving as our first line of contact to stakeholders at the main business office.
• Provide positive interactions with all stakeholders facilitating food pantry deliveries by our community, other organizations, and member churches (to include aiding the loading and unloading of pantry items).

Experience Preferred In:

• Managing, working with, and appreciation for essential volunteer workforce members.
• Building positive relationships with stakeholders of a non-profit organization.
• Grant writing for a non-profit organization.
• Editing and proofreading marketing materials.
• SharePoint experience a plus.

Skill Development Expectations (within three to six months of position acceptance):

• The Office Manager will develop intermediate to advanced competency with the SharePoint software to be used within all HAP locations.
• The Office Manager will possess or develop competency with modern communication means such as social media, online newsletter preparation, etc.

Accountability and Reporting

• The Office Manager is an employee of the Corporation and is under the supervision of the Director.
• The Office Manager will be hired as a temporary employee of the Corporation, pending a 90-day suitability review for a permanent, hourly position with the Corporation.

Compensation

This position is hourly and paid on the 1st and the 15th day of each month. HAP offers paid time off for all Federally appointed holidays, and for specified days when HAP is closed between Christmas and New Year. HAP offers mileage reimbursement at a minimum of half the Federal rate for any mileage traveled for HAP business pre-approved by the Director.

HAP Business Office and Downtown Site

256.534.1928 / 1001 Monroe Street SW, Huntsville, AL 35801
Email Address: HAPCentral@HuntsvilleAP.org

Web Site: HuntsvilleAP.org

Toney HAP Site: 11588 Pulaski Pike, Toney, Alabama 35773 Telephone: 256.828.8788
Madison HAP Site: 103 Gin Oaks Court, Madison, Alabama 35758 Telephone: 256.325.0871

Job Type: Part-time

Pay: From $15.00 per hour

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

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