Purpose-driven nonprofit is seeking an Office Manager!

WHAT WE DO

La Cocina is a purpose-driven multicultural and multilingual community codesigned mental health agency leading Latinx health equity and social justice in Colorado. The program's multidisciplinary team provides a range of services aimed at reducing inequities in mental health care by creating opportunities and generating offerings for Latinx families and communities to come together and heal through culturally attuned social-emotional support services in Spanish or bilingually (Spanish-English). La Cocina's services include a wide range of psychological and psychotherapeutic services for children, adults and families; as well as structured therapy groups and Charlas for adults and adolescents. The agency also offers case management, peer-supported programs, and forensic assessment services for individuals in immigration proceedings. Our teams provide trauma-informed and developmentally sensitive mental health services to Spanish-speaking Colorado families living in six+ counties, including Larimer, Weld, Eagle, Summit, Garfield, and greater Denver.

THE OPPORTUNITY

La Cocina currently seeks an Office Manager to support the work of the agency's Chief Operating Officer (COO), and manage the clinical office setting and its processes. The Office Manager will work directly with the COO and be responsible for performing a number of administrative duties, all aimed at facilitating and supporting La Cocina's multidisciplinary team and diverse client base. The Office Manager will be responsible for a range of routine accounting, administrative human resources and staff development, and other administrative tasks.

This position will work out of the Fort Collins or Denver office, and at times you may be asked to travel between locations. Occasional weekend/week night hours may be required.

WHAT YOU WILL BE DOING

• Uphold professional management standards as part of a busy leadership team.
• Support leadership team through the design, implementation, and oversight of essential administrative systems.
• May be asked to participate in activities to advance La Cocina's professional standing and image in the community.
• Manage and coordinate executive communications, including coordinating calendars, taking calls, responding to emails and interfacing with clients as a way to streamline internal and external communications.
• Instruct and support staff with completing travel reports/reimbursements.
• Arrange events outside of the workplace, including fundraising events, staff retreats and trainings.
• Maintain basic familiarity with Electronic Medical Record (EMR) system and its function and operation.
• Uphold a strict level of confidentiality and HIPAA compliance.
• Interface with all vendors e.g. landlord, accountant, payroll provider, benefits providers, leasing agents, IT provider(s), etc.
• Manage accounting tasks, including bookkeeping, in collaboration with the agency's third-party accountants, including:
  • Accounts payables
  • Posting and coding of costs
  • Revenue posting
  • Assist with billing preparation
  • May assist with basic grant reporting of costs and/or outcomes
• Maintain supply inventories: monitor and anticipate needs, review requests, order supplies.
• Maintain awareness of budget parameters and maintain adherence to guidelines.
• Oversee administration of internal HR processes, including:
  • Manage the new hire onboarding process to include new hire paperwork, welcome protocols, orientation to office, IT and platform access and permissions, etc
  • Coordinate onboarding process with third-party payroll provider
  • Create and maintain personnel files, including certifications, training requirements, and supporting documentation
  • Monitor Paid Time Off requests and accruals and other time keeping variables and functions
• Prepare and manage internal staff communications and required initiatives.
• Structure and manage La Cocina's online donations system, including prepare and execute correspondence as directed, or as needed to maintain excellent donor relationships.
• Identify process and improvement recommendations and present to COO for consideration and development, as applicable.

WHAT YOU WILL BRING TO OUR ORGANIZATION

• Bilingual (Spanish/English) required.
• Minimum of 3+ years of office management experience reporting directly to Senior Leadership.
  
• Minimum of 2+ years of experience with routine accounting and bookkeeping; experience in small medical/clinical office setting preferred. (Note: this setting does not include insurance billing).
• Previous experience and knowledge of Human Resources administrative processes desired.
• Previous experience in business and/or nonprofit management preferred.
• Bachelor's degree preferred.
• Independent, resourceful thinker with the ability to deliver on designing, implementing, and managing key administrative structures that support La Cocina's growth.
• Demonstrated success in using and managing multiple software tools; intermediate to advanced Microsoft Office and Google Suite skills; experience with Monday.com preferred; ability to become competent with additional software applications, as required.
• Proficiency with financial software including QuickBooks.
• Demonstrated proficiency in routine accounting activities including proficiency in data entry, accounts payable, posting and coding to cost centers, basic revenue coding and posting.
• Ability to collaborate with all members of the team and delegate to others as needed.
• Familiarity with data gathering and reporting.
• Strong organizational, management and problem-solving skills with ability to multi-task.
• Exceptional interpersonal skills.
• Excellent writing and overall communications skills, including written and verbal communications.
• Experience with memo and policy creation, content development, editing, and proofreading.
• Friendly and professional demeanor.

The successful candidate will be:

• Adept in the use of technology, software applications, and systems.
• Exceptionally well organized and detail oriented.
• Resourceful and innovate in finding solutions.
• An excellent communicator with exceptional interpersonal skills.
• Aware and sensitive to issues of cultural attunement/awareness, specifically related to work with Latinx communities.

WHAT OUR ORGANIZATION IS PROVIDING

• Expected annual salary range of $55,000 - $62,000 based on experience
• Comprehensive health benefits - medical, dental and vision
• Paid Vacation
• Paid Sick Leave
• Paid Holidays

COVID Vaccine is required as a condition of employment with La Cocina. Reasonable accommodations will be considered.

La Cocina provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetics, veteran status or other legally protected characteristics. In addition to federal law requirements, La Cocina complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

La Cocina will not discriminate or retaliate against applicants who inquire about, disclose or discuss their compensation or that of other applicants.

La Cocina expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability or veteran status. Improper interference with the ability of La Cocina employees to perform their job duties may result in discipline up to and including discharge.