Office Manager/Payroll Clerk

he Payroll Clerk/Office Manager is responsible for office and systems oversight. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. 

$11 – 12 per hour

ESSENTIAL FUNCTIONS: 

The statement contained here reflect the general details as necessary to describe the principal functions of this job, the level of knowledge and skills typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. 

1. Collect rents and maintain computer records according to policy 
2. Issue purchase order numbers and track purchases from order through receiving. 
3. Process invoices for correctness, accuracy, proper coding 
4. Purchase maintenance supplies within budgeted guidelines 
5. Purchase office supplies and maintenance supplies within budgeted guidelines 
6. Maintain warranties and ensure proper maintenance of office and maintenance equipment and followed up prompt repairs 
7. Generate work orders in response to request for repairs from residents, coordinate completion of repairs and close out work orders in accordance with established procedures. 
8. Accounts Payable and payroll and all associated reports 
9. Maintain and reconcile petty cash fund  
10. Maintain general office files 
11. Maintain all required inventories for supplies and equipment for office and maintenance 
12. Maintain all inventory systems 
13. Assist with application intake  
14. Answer the phone pleasantly and professionally at all times 
15. Maintain courteous communication with residents, applicants, and representatives of other companies 
16. Assist with resident activities and meetings 
17. Refer residents with special problems to groups or agencies that provide assistance as appropriate.   
18. Oversight over all computer and office systems 
19. Maintain office in a neat, orderly and business-like manner at all times  
20. Perform duties as an office Assistant to the Executive Director as needed 
21. Assist residents in areas of budgeting planning skills, educational and job opportunities and domestic strategies through counseling and workshops  
22. Ensure compliance with applicable HUD guidelines as well as federal, state and local regulations, laws, ordinances and the Agency’s Continued Occupancy Policy (ACOP) 
23. Performs other duties as assigned including work in other functional areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: 

1. Thorough knowledge of Agency policies and procedures as they pertain to HUD and USDA. 
2. Thorough knowledge of HUD rules and regulations, Landlord Tenant Law, OSHA Standards, local and state building codes. 
3. Knowledge of concepts, principles, techniques and practices of grant development and writing. 
4. Knowledge of the agencies that provide assistance and services to residents including some knowledge of eligibility requirements. 
5. Knowledge of payroll laws and procedures 
6. Ability to establish and maintain effective and courteous working relationships with other employees, residents, funding sources, community agencies and other entities that provide services and secure the cooperation of others. Ability to read and interpret policies and guidelines in order to make sound decisions.  
7. Basic knowledge of building maintenance, fire prevention, and liability reduction principles. 
8. Working knowledge of the operation of the Agency’s computer system and applicable software. 
9. Knowledge of mathematics and general accounting procedures sufficient to perform calculation required in preparing payroll and the required reports along with for summarizing rent collections, making deposits, rent adjustments and assisting the Executive Director in the preparation of the annual operating budget and long-term budgets.  
10. Ability to maintain required records such as files, reports, etc. 
11. Ability to procure goods and services in accordance with Agency procurement procedures and in keeping with the approved operating Budget for the property. 
12. Ability to operate appropriate Agency computer equipment and software packages. 
13. Ability to communicate clearly and concisely, both orally and in writing. 
14. Skilled in analyzing situations in order to identify problems and offer possible solutions. 
15. Must maintain punctuality and attendance as scheduled. 
16. Skill in the use of the computer, fax machine, copier and other office machines. 
17. Ability to make moderately complex computations with speed and accuracy. 
18. Ability to meet and deal tactfully and courteously with the public and to establish and maintain effective working relationships with other employees and superiors. 

PHYSICAL REQUIREMENTS: 

1. Work is principally sedentary, but may involve some physical exertion during on-site visits with residents or staff members and inspections of units and/or facilities. 
2. Must be able to sit and/or stand for up to eight hours at a time while performing work duties. 
3. Must be able to bend, stoop, push or pull in the performance of essential job-related duties. 
4. Must have vision and hearing corrected to be able to perform essential job functions. 
5. Must maintain punctuality and attendance as scheduled. 
6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress. 
7. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above. 

EDUCATION AND EXPERIENCE: 

High School Diploma and/or postsecondary certificate; and at least one (1) year of progressively responsible experience in payroll, office management or in an administrative capacity.  

Other Requirements: 

1. Must possess a State of NC driver’s license and must maintain a good driving record. 
2. May be required to work an unusual work schedule. 
3. Must work with the highest degree of confidentiality. 
4. Must be professional in manner and appearance. 
5. Provide customer service on a high level. 
6. Must be available for occasional overnight travel/training. 
7. Must pass employment drug screening and criminal background check.