Office manager

Durham Community Legal Clinic (DCLC)

The Durham Community Legal Clinic (DCLC) is a not‑for‑profit organization, incorporated under the laws of Ontario to provide equal access to justice through quality legal services, advocacy and information for people living on a low income or in poverty. DCLC is an independent, non‑rofit community legal clinic funded by Legal Aid Ontario (LAO) and governed by a volunteer Board of Directors.

PURPOSE OF POSITION

Reporting to the Executive Director, the Office Manager assists with the implementation of clinic services and the management of clinic finances. The Office Manager provides direct administrative support to the Executive Director and the Board of Directors and is responsible for the day‑to‑day administration of clinic services and for decision-making with respect to office administration.

MAJOR DUTIES & RESPONSIBILITIES

Board of Directors

  • Provide all support work necessary to meet the organizational and administrative needs of the Board of Directors, including delivering correspondence, preparing draft minutes for review, and following up on action items
  • Coordinate and prepare materials for Board Meetings, attend Board meetings, as required

Administration

  • Provide regular reports (e.g. statistical, financial, personnel) to DCLC's funders
  • Ensure implementation of and compliance with all office policies, procedures and protocols
  • Design and maintain DCLC's internal filing systems; Define procedures for retention, protection, retrieval, transfer, and disposal of records
  • Ensure that the physical premises of the clinic, including all office equipment, is maintained
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Review and approve supply requisitions

Finance

  • Process payroll and bank deposits
  • Help prepare annual budgets, including project budgets
  • With DCLC's Bookkeeper, ensure that invoices are paid, account books are accurate and up‑to‑date and that financial reports are made in a timely manner
  • Maintain accurate financial records to assist with preparations for DCLC's annual audit

Human Resources

  • Manage personnel files with respect to such things as employment contracts, benefit packages, pension plans, vacation schedules, records of sick leave, and lieu time
  • Address employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements)

Information Technology (IT)

  • Provide expertise and advice on IT issues that affect operations, including direction to staff regarding IT changes or disruptions
  • Provide direction regarding outsourced and/or in-house IT systems, including specialized case management

Strategic Planning, Fundraising and Development

  • Help organize fundraising activities; help prepare grant proposals
  • Plan and implement resource, management, IT and administrative initiatives to support strategic plan

ESSENTIAL SKILLS

  • Experience as an office manager, front office manager or administrative assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Experience with and understanding of not‑for‑profit organizations
  • Excellent written and verbal communication ability
  • IT troubleshooting skills
  • Knowledge of accounting and/or financial management
  • Ability to utilize analytical, interpretive, evaluative and constructive thinking
  • Planning, organizing, and project management skills
  • Excellent time management skills and ability to multi‑task and prioritize work
  • Strong interpersonal skills focused on building and maintaining positive relationships
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Familiarity with email scheduling tools
  • Attention to detail and problem‑solving skills

Other

  • Other duties as assigned by the Executive Director

Salary

Salary will be based on relevant experience, and be within the range of average salaries of Office Managers of other LAO‑funded clinics.

Compensation will be commensurate with experience based on Legal Aid Ontario guidelines, plus a group benefits package and RRSP contributions.

To apply

Anticipated application start date: February

Deadline for application: Thursday, February 7th at 5:00 p.m.

Please submit your application to the attention of the hiring committee at:

The Durham Community Legal Clinic
200 John St. West, Unit B1
Oshawa Ontario
Phone: 905‑728‑7321
FAX: 905‑728‑6362
Email: fammes@lao.on.ca

We thank all applicants but will only contact candidates shortlisted for interviews.

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