Office Manager

Description
Program Coordinator (Garfield Park and Humboldt Park)

Employment Status:
Full-Time
Reports to:
Operations Director
Application Deadline:

CircEsteem values a diverse workplace and strongly encourages women, BIPOC, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.CircEsteem is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

Summary:
The Office Manager (OM) is responsible for managing the office functions of CircEsteem as well as working in collaboration with the Finance Manager to ensure the organization’s finances are recorded accurately and in a timely fashion. The OM must be able to work in a fast-paced and multi-tasked environment with confidence and efficiency while also knowing how to slow down enough to pause, notice and reflect on the performance of our office systems. The ideal candidate will be creative, organized, and able to manage multiple workflows simultaneously with ease. The OM will report to the Director of Operations and will supervise three part-time receptionists. This position will have a regular work week of Monday through Friday, approximately 9am – 5pm. Occasional weekend and evening special events occur throughout the year, which are also mandatory for all staff to support and attend.

Job Title: Office Manager
Reports to: Operations Director
Supervises: Receptionist
Department(s): Operations Team
Employment Status: Full-Time (40 hrs/wk) In-Person


CircEsteem’s mission is to unite youth across all backgrounds and identities by fostering
self-esteem and mutual respect through the practice and performance of circus arts. Social circus,
the methodology used by CircEsteem, is an approach that uses circus arts to impact social change
through instilling confidence and leadership in young participants. We are creative leaders with a
passion for youth development who are role models facilitating, culturally, responsive,
relationships within our community through education and dialogue around social emotional
intelligence diversity equity inclusion. We approach this work with humanity, patience, love, and
continued self-reflection. We are active participants and strengthening our organizational culture.
CircEsteem values a diverse workplace and strongly encourages women, BIPOC, LGBTQ+
individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and
veterans to apply. CircEsteem is an equal opportunity employer who deeply believes in
diversity, equity and inclusion. Applicants will not be discriminated against because of race,
color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin,
citizenship status, disability, ancestry, marital status, veteran status, medical condition or any
protected category prohibited by local, state or federal laws.

Summary:
CircEsteem’s mission is to unite youth across all backgrounds and identities by fostering
self-esteem and mutual respect through the practice and performance of the circus arts.
CircEsteem promotes the development of self-esteem, personal success and empowerment by (i)
promoting the practice of circus arts; (ii) uniting youth from varying backgrounds; (iii) providing
social and emotional skill building; (iv) providing youth opportunities to participate in leadership
training which results in paid opportunities throughout their participation with CircEsteem.

Responsibilities
The Office Manager (OM) is responsible for managing the office functions of CircEsteem as
well as working in collaboration with the Finance Manager to ensure the organization’s finances
are recorded accurately and in a timely fashion. The OM must be able to work in a fast-paced
and multi-tasked environment with confidence and efficiency while also knowing how to slow
down enough to pause, notice and reflect on the performance of our office systems. The ideal
candidate will be creative, organized, and able to manage multiple workflows simultaneously
with ease.

The OM will report to the Director of Operations and will supervise three part-time receptionists.
This position will have a regular work week of Monday through Friday, approximately 9am –
5pm. Occasional weekend and evening special events occur throughout the year, which are also
mandatory for all staff to support and attend.

Fiscal Management
● Responsible for all Bookkeeping functions of the organization including but not limited
to:
o Input all financial data into QuickBooks Online including attaching supporting
documentation, coding expenses (account, donor, class) and filing digital
documentation according to CircEsteem’s procedures.
o Accounts Payable – Collect invoices from all staff, upload bills into QuickBooks
Online, process payments by check, credit card or ACH payments weekly.
o Manage the purchasing of program and office supplies through a PO system.
o Collect Supporting Documentation for all restricted grants and upload to shared
Finance Google Drive.
o Upload all digital timesheets with earning statements Finance Google Drive
folder bi-weekly.
o Manage Accounts Receivable by keeping track of and billing monthly program
tuition payments through CircEsteem’s registration software, ticket sales for
CircEsteem special events, concession and merchandise sales, and other similar
A/R responsibilities.

Office Management
● Supervise three receptionists (morning, evening, and weekend) and ensure employees
have the necessary information and tools to successfully implement their jobs.
● In coordination with receptionists, manage the scheduling system for conference rooms,
space rentals, and special event usage of CircEsteem’s facility.
● Post open job positions on various job sites, organize resumes on Google Drive, schedule
interviews when selected by CircEsteem’s interview team, collect required onboarding
documents from new employees prior to the beginning of onboarding.
● Maintain an up-to-date inventory of office supplies (consumables) and ensure office
equipment is in working condition.
● Train staff on how to use various office equipment (printer, phone system, etc.)
● Manage contract and price negotiations with office specific vendors and service providers
including the photocopy machine lease, and other similar items.
● Address employees’ queries regarding office management issues (e.g. stationery,
Hardware, and travel arrangements)
● Oversee merchandise on CircEsteem website page, purchasing new inventory when
merchandise is sold, mailing merchandise to customers if purchased through the website
and ensuring the prices are reasonably priced.
● Plan staff activities and outings with a committee of staff members, including the
conception of events, the bidding of vendors, contract negotiation and payment terms.
Qualifications
● Minimum 5 years of experience as an Office Manager, Front Desk Manager or
Bookkeeper with 2 years of experience managing at least one employee with the ability
to demonstrate a strong understanding of office management and bookkeeping
responsibilities.
● In-depth knowledge and proven experience with QuickBooks, Google Suites, and Excel
are a requirement for this position.

● Candidates must demonstrate high levels of self-awareness and the ability to actively
listen, be empathic and build strong relationships with a diverse group of individuals and
groups that reflects our organizational vision, mission and core values.
● Demonstrated excellence in communication and time management skills including strong
oral and writing skills, detail-orientation, and the capacity to engage with stakeholders
and internal staff members with clarity and respect.
● The ability to collaborate effectively while working independently and actively uses
feedback to assess both.
Compensation:
● Salary: $55,000
● Employees have the opportunity for a 3%-7% salary increase each year based on
performance

● Benefits:
● Contributions toward a 403b retirement account or Health Insurance Plan,
● Paid Parental Leave (after 12 months of employment)
● Quarterly Mental Health Stipends
● Free programming for children of employees
● Paid Time Off:
● 20 days paid leave,
● 10 Federal Holidays

Please submit a Letter of Interest and Resume to info@circesteem.org to be considered for this position.