OFFICE MANAGER

Cathy is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.

Reports to: Executive Director

Responsibilities:

• Conduct membership mailings, open and distribute mail
• Order and inventory office supplies
• Maintain office equipment
• Provide administrative support to the Executive Director, Board, and other staff.
• Suggest office operations and procedures to the Executive Director
• Answer the OTOA business Google phone line
• Respond to office emails
• Process the mail (USPS)
• Invoice for advanced training classes throughout the year
• Invoice annual training conference attendees and vendors
• Invoice active shooter conference attendees and vendors
• Reconcile checks and ACH payments against invoices
• Track instructor invoices on a spreadsheet
• Process approved 1099 instructor invoices and entered them into PNC Bill.com for payment.
• Process approved conference instructor expenses and enter them into PNC Bill.com for payment.
• Compile monthly reports for AG Grant courses, prepare invoices, and prepare all documents to be attached to the invoices according to the AG contract guidelines.
• Track all training course rosters, scan and file hard copies
• Send quotes for training requests
• Enter requests for the Toyota Supplier Purchaser Program onto a spreadsheet.
• Enter all bills into PNC (Bill.com) for approval and payment
• Handle advertisement collection for vendors for the conference
• Perform other duties as assigned