Office Manager

The Pittsburgh Chapter of A. Philip Randolph Institute (APRI) is a non-profit organization in Pittsburgh, PA committed to the social progress of minorities, the poor, and working people. APRI is dedicated to developing and promoting programs that promise democracy, education, and economic opportunity to those who are traditionally disenfranchised or discouraged from productive citizenship, while collaboratively leveraging regional strengths through innovation, education, workforce development, and the cultivation of sustainable business opportunities. APRI operates a Pennsylvania registered pre-apprentice program, Breaking the Chains of Poverty (BTCP), that is designed to help individuals build the skills needed to obtain careers in the building and construction trades, manufacturing, and emerging energy sector.

The Office Manager's role at APRI is to ensure the efficient day-to-day operation of the office, and support the work of APRI leadership and other staff. S/he will work alongside the APRI team to ensure that all aspects of the organization and programming are conducted successfully and with fidelity to the mission. The position requires an individual who is self-motivated and highly organized, with strong communication and interpersonal skills. A person who is open to and can follow direction, as well as committed to and eager to grow and develop leadership skills.

Primary duties and responsibilities include, but are not limited to:

Reception

• Answer, screen, and direct general phone inquiries professionally
• Respond to information requests with accurate information
• Greet visitors to the office and direct them to the appropriate staff member
• Ensure reception area is orderly and sanitary

Office Administration

• Use Microsoft Office Suite and Salesforce Customer Relations Management system to prepare reports, memos, documents, email blasts, and mass SMS messaging
• Manage the client intake process for BTCP programs and maintain filing systems
• Manage and distribute mail, faxes, and deliveries to the appropriate staff member
• Maintain and manage office supply inventory
• Provide administrative support to leadership and other staff

Program Support

• Complete program related duties regularly, including but not limited to reporting, data entry, completion and submission of required paperwork
• Assist in the coordination of the United Way Contributor Choice campaign and coordinate office volunteers and interns as directed
• Develop a comprehensive understanding of the social justice movement, the Black Labor Alliance movement, restorative justice movement, and other related issues

Financial Management

• Use QuickBooks to prepare invoices, financial statements, and maintain financial records
• Code and file financial material according to established record management procedures and GAAP
• Process accounts payable and receivable, ensuring timeliness and accuracy of information
• Prepare accurate bank reconciliations and deposits
• Other duties as required

• Bachelor's in business administration, office management, or related field. Three years demonstrated equivalent work experience will also be accepted.
• Three years' experience in a business or nonprofit office setting (volunteering accepted)
• Excellent interpersonal skills
• Excellent written and oral communication skills
• Highly organized, with the ability to multitask and work independently to achieve team goals
• Creative approach to sharing information with a wide range of audiences
• Knowledge of the greater Pittsburgh region and its nonprofit sector preferred
• Prior experience with or willingness to work with previously incarcerated populations

• Valid driver's license and access to a reliable, insured motor vehicle; willingness to use own vehicle on company business (mileage is reimbursed)
• Flexibility in work schedule for evening and weekend meetings and events
• Ability to lift and carry up to 25 pounds of boxes and equipment and perform physical activities as required
• Successful candidates are required to complete employer sponsored training and obtain Salesforce Administrator Certification within one year of hire date

This position is managed under a collective bargaining agreement and is unionized. Compensation is competitive, and benefits include health care, a defined benefit pension plan, and PTO. Paying union dues is a requirement of the position.

No phone inquiries please. Applications should be sent to info@pittsburghapri.org and will be accepted until the position is filled.