Office Manager

Common Sense Media (www.commonsensemedia.org) is the leading non-profit, non-partisan organization dedicated to improving the impact of media and entertainment on kids and families.

Based in the SOMA district of San Francisco, we are an innovative online company that rates and reviews media to help parents make better choices about the media their kids consume. In four years, Common Sense Media has grown rapidly and attracted significant funding from individuals and foundations. Our content is distributed online through partners like AOL, MSN, Netflix and iVillage; and on screen through partners including Comcast, Time Warner Cable, Cox Communications and TiVo.

Position Summary

Common Sense Media is seeking a talented and enthusiastic individual to join our team as Office Manager. The Office Manager is a key part of the finance department and organizes and coordinates administrative support for Common Sense Media.

Key Duties and Responsibilities include the following but are not limited to:

• Day-to-day bookkeeping: managing accounts payable updating accounts. Finance comprises approximately 60% of this position.
• Accounts payable: manage invoice approval process, American Express and personal expense report process; coding invoices for entry into MIP; issuing employee expense reimbursement and vendor checks; uploading checks to First Republic Bank positive-pay system
• Updating MIP cash accounts to reflect current activity using online banking
• Filing of all accounting invoices, journal and other entries, and banking records
• Processing cash receipts and accounts receivable receipts
• Requisitioning office supplies and small equipment purchases
• Processing purchase orders for all purchases
• Assists with the annual audit
• Phones: answer and screen incoming calls; handling inquiries from the public by routing calls to the appropriate staff; and maintaining general voicemail box
• Greeting visitors
• Coordinating incoming and outgoing mail
• Conference room scheduling, and any preparation and setup for outside meetings
• Maintaining adequate supply of essential office supplies; ensure that coffee and soft drinks are available and replenished throughout the workday
• Managing monthly parking passes
• Ordering of Commuter checks
• Assists with new employee orientation: instructs new employees regarding how to use phone system, file server, ADP ezLabor manager timecard system and to submit expense reports; set up systems and vendor account access (e.g. FedEx)
• Assist with the open enrollment period for employee insurance
• Organizing staff, outside, and board-committee meetings and ordering food and supplies for meetings and office events
• Provide recommendations to improve the office policies and procedures, forms, purchasing process

Key Qualifications:

• College degree; Accounting and Finance Majors are encouraged to apply
• 2 years office administration experience is required; experience in a non-profit organization is a plus
• 2 years of accounts payable experience is required
• Experience in MS Office Products
• Self-starter with ability to multi-task and action oriented team player
• Working knowledge and experience with MIP and ADP is a plus
• Strong working knowledge of using spreadsheets in Excel
• Strong organizational skills and attention to detail
• Outgoing personality with a good phone manner
• Strong writing skills and technological aptitude
• An interest in pop culture/kids and media/entertainment
• Experience in small, dynamic and rapidly evolving environments a plus
• Knowledge and commitment to our mission

Compensation

• Common Sense Media offers an attractive compensation package, including a competitive base salary as well as health, dental, vision, long term disability, 403(b), sick and vacation benefits.
• How to apply: please forward your résumé, salary history, and references as MS Word attachments for immediate consideration to jobs@commonsensemedia.org. Please note "Office Manager" in the subject line of your e-mail. NO PHONE CALLS, FAXES, OR DROP-INS PLEASE.

Common Sense Media is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, creed, religion, gender, age, disability, veteran status, or any other legally-protected characteristic.