Office Manager

About You

You are a results-oriented problem solver with a passion for operational excellence and a strong commitment to the mission and values of Open. You thrive in diverse environments, fostering inclusion and collaboration to support organizational growth. With exceptional organizational skills and attention to detail, you ensure that systems, processes, and resources are managed effectively to achieve impactful results.

As a responsible and responsive Office Manager, you excel at managing accounting, payroll, and facilities to create a smooth and efficient workplace. Your ability to balance multiple time-bound projects while adapting to what is needed in the moment allows you to address challenges while supporting the organization forward.

You are committed to Open’s values of Care, Compassion, Candor, Credibility, and Commitment, and dedicated to the mission by supporting the education of underestimated youth through your work, contributing to the long-term success of Open and its community.

About Us

For over 50 years, Open School has been an innovative educational nonprofit dedicated to serving historically marginalized and underestimated youth across the Portland Metro area.

We are committed to eliminating race, poverty, and demography as predictors of student achievement and success. All students, regardless of their zip code or background, deserve quality education. At Open School we lead in equity, advocacy, and academics to meet them where they are.

Job Summary

The Office Manager serves as the execution lead for Open’s operational workflows across finance administration, payroll processing, donor revenue operations, vendor management, facilities coordination, and administrative compliance.

This role owns the day-to-day movement of invoices, payments, billing inputs, cash receipts, payroll data, donor gift processing, insurance documentation, and vendor records. The Office Manager ensures that approvals move through established workflows, documentation is accurate and audit-ready, and deadlines are met.

The Office Manager does not set financial or development strategy, but ensures operational execution aligns with internal controls, segregation of duties, and Open’s risk management framework.

This role reports to the Director of Staff & Operations, who provides capacity oversight, workflow prioritization, and escalation support during peak periods.

What you can be counted on to do:

Financial Operations

• Full-cycle accounts payable through running weekly reports and maintaining audit-ready files.
• Accounts receivable and cash receipts, including creating invoices, recording and reconciling deposits, and tracking collections.

Donor and Grant Revenue Operations

• Receive donations, book and validate pledges, populate CRM, and send acknowledgement letters, assist with monthly reconciliation between CRM and accounting system.
• Administrative support of grant writing (document gathering, data collection).
• Maintain donor documentation files.

Payroll and Benefits Administration

• Prepare payroll inputs, maintain payroll tracking spreadsheet, and manage HRIS updates.
• Track timecards and send attendance reminders.
• Process stipends and reimbursements in coordination with payroll cycles.
• Complete retirement contribution uploads and reporting.
• Support reconciliation of benefits invoices.

Insurance and HR Administration

• Issue and maintain Personnel Action Forms (PAFs) for all new hires, employee changes, and terminations.
• Maintain and communicate employee personnel records (digital and HRIS) in compliance with legal and internal standards, ensuring HR and insurance records are audit ready.
• Coordinate employee onboarding documentation, background checks, and system access setup.
• Manage employee offboarding , including documentation, final pay coordination, and asset collection.
• Respond to routine employee HR and benefits questions.
• Maintain liability, workers’ compensation, and other insurance documentation, providing Certificates of Insurance (COIs) as requested.
• Coordinate insurance renewals in partnership with the Finance Director and Director of Staff & Operations.

Vendor and Facilities Management

• Maintain vendor records and contracts, auditing vendor bills for accuracy and researching vendor options as requested.
• Submit facilities maintenance requests and support small facility needs and inventory tracking.
• Manage fixed asset list and annual inventory count while tracking inventory across programs.

File Management and Risk Controls

• Maintain organized financial and administrative file systems
• Ensure documentation supports audit and compliance standards
• Escalate workflow gaps, bottlenecks, or risk concerns to Director of Staff & Operations

Capacity and Workflow Management

• Manage cross-functional administrative workflows, surfacing workload constraints.
• Prioritize tasks in alignment with organizational deadlines, adjusting focus during peak periods in coordination with leadership.

Experience, Skills, & Education:

Equivalent education and/or experience may be substituted for qualifications. Requirements represent minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the employee will possess the skills or aptitudes to complete each task proficiently.

• Associate degree and three (3) years’ experience in accounting, including payroll, A/P, and/or bookkeeping. Non-profit or educational setting preferred.
• Basic understanding of GAAP, internal controls, and segregation of duties. Experience utilizing accounting software to process transactions (for example AP/AR/GL).
• Proven experience processing payroll using a 3rd party payroll application; solid understanding of basic payroll administration and laws.
• Intermediate to advanced skills utilizing Microsoft Office and Google Suite, including Excel and Sheets.
• Experience with IT systems in small organizations including cloud storage, server functionality, email platforms, and inventory.
• Well-developed interpersonal skills and ability to collaborate and work with a diverse population to solve problems and provide high quality customer service.
• Exceptional attention to detail and accuracy in work products.
• Ability to plan, prioritize, organize, take initiative, and work well under pressure to meet deadlines.
• Effective problem-prevention, problem-solving, and process-improvement skills.
• Ability to maintain confidentiality and discretion with sensitive and confidential information.
• Ability to bring an equity lens to their work, demonstrating Open’s commitment to equity in all job duties, including a commitment to examining one’s own culture biases.

Physical Environment

While performing the duties of this job, the employee will be required to do the following:

• Regularly work onsite with some remote-work available
• Travel to multiple work locations throughout the metro area during the course of a day.
• Regularly talk and hear.
• Regular use of hands and arms for reaching, lifting, and completing tasks.
• Frequent sitting, standing, walking required.
• Bending, twisting, and kneeling.
• Lifting up to 25 pounds without assistance.