Office Manager

Job Description

 
Overview
The Office Manager will be responsible for ensuring the smooth daily operations of the office, this includes handling various accounting and payroll functions, providing administrative support, maintaining IT systems and other office equipment, handling building maintenance and tenant relations, and working with outside vendors and contractors. The Office Manager is a central position in the organization and is in frequent contact with staff in both the Albuquerque and Las Cruces offices.
 
Under the direction of the Deputy Director the principal job responsibilities of the Office Manager include but are not limited to:
 
Accounting and Finance

• Guarantee timely and accurate recording of all financial transactions in Quickbooks.
• Manage accounts payable and receivables. This includes payment and data entry, making deposits, invoicing, and file maintenance for audit and archival purpose, as well as obtaining/verifying authorization for staff expense reports and irregular bills.
• Process payroll including prompt filing of all payroll taxes, maintain payroll files, and timely payment of health care, dental and other employee benefits.
• Work with Development staff to ensure that Quickbooks matches the donor database.
• Ensure timely completion of bank reconciliations, general journal entries, taxes and a variety of financial reports for the board of directors and other entities

 
Office Operations

• Ensure an organized and efficient work environment.
• Maintain sufficient inventory of office supplies and educational materials.
• Make sure that all office equipment including computers, computer network, printers, copiers and phone system are working properly and well maintained. Troubleshoot all problems.
• Provide general office support, i.e. pick-up and distribute mail, process outgoing mail; order business cards and office and cleaning supplies; route incoming calls and reception of office visitors; maintain pre-paid bulk mail and in-house postage meter account.
• Schedule meetings and oversee meeting logistics; maintain office-wide calendar of events and make travel arrangements.
• Ensure office building is well maintained. Schedule repairs as needed.
• Organize and maintain office-wide systems for files and records, including electronic files. Ensure compliance with records retention and confidentiality guidelines.

 
Administrative Support

• Provide administrative support for board and program activities including arranging meetings, trainings, preparation of materials including outgoing correspondence etc.
• Attend and take minutes at board committee meetings.
• Maintain records of board minutes, materials, board rosters and committee assignments.
• Provide other administrative support to program and fundraising initiatives.

 
Qualifications

• Commitment to protecting civil rights and civil liberties for all with an understanding of the basic mission of the ACLU.
• A commitment to diversity; a personal approach that values the individual and respects differences of race, ethnicity, age, gender, sexual orientation, religion, ability and socio-economic circumstance, and able to work with diverse individuals within the organization and broader community.
• At least 3 years bookkeeping and office management/administrative support experience in a professional environment.
• Proficiency with QuickBooks and knowledge of accounting principles and procedures and their application to basic accounting.
• Advanced working knowledge of Microsoft Word, Excel and Outlook. Knowledge of database programs a plus.
• Detail oriented with excellent organization and time management skills.
• A confident and professional work style, with initiative and strong problem solving skills.
• Strong office skills that include maintaining organizational systems and practices to support a high-performing, employee-friendly office environment.
• Able to work independently and work well with others. Emotionally mature and self-motivated, with a sense of humor in order to maintain balance and perspective.
• Organized and able to set priorities, meet deadlines and handle multiple tasks in a busy work environment.
• Good typing and grammar skills, as well as professional telephone manner.
• Able to maintain confidentiality of records and information.
• A valid driver’s license and reliable car is necessary for travel in Albuquerque.
  • Be available for occasional after-hours and weekend events.

 

Compensation and Benefits

Salary based on experience. Excellent benefits include paid vacation, medical and dental insurance, 401k plan, life and long-term disability insurance, and generous paid holidays.
 

To Apply

To apply, candidates should email a letter of interest, including salary requirements, and a resume to [email protected]
 
Applications will be accepted until February 8, 2012
 
The ACLU-NM is an affirmative action / equal opportunity employer and encourages individuals of every race, creed ethnicity, disability, sexual orientation or gender identity to apply.
 

ACLU-NM Files Motion for Summary Judgment in NM District Court

Today, the American Civil Liberties Union (ALCU) of New Mexico filed a motion for summary judgment in New Mexico State Court, Second District, demanding that Secretary of State Dianna Duran stop withholding public information in violation of the Inspection of Public Records Act. The motion claims that Duran wrongfully refused to produce documentation related to her March 15, 2011 allegations that foreign nationals have illegally voted in New Mexico elections. ACLU-NM asks the court to instruct Duran to disclose the list of 117 foreign nationals  who are allegedly registered to vote and the list of 37 foreign nationals who have allegedly cast ballots in previous elections. For nine months, Duran has refused to disclose these public records, which are the basis for her claims of a “culture of corruption” in New Mexico’s elections.
 
“Secretary of State Duran undermined the public’s confidence in our elections when she alleged fraud, then refused to substantiate those claims,” said ACLU-NM Executive Director Peter Simonson. “Making unfounded allegations that cast doubt on the integrity of our entire system of government is reckless. This is not how a transparent and accountable government should behave.”
 
Immediately following Duran’s announcement in March, the ACLU of New Mexico filed a public records request to verify her allegations of voting irregularities. Her office refused, incorrectly claiming that the information was protected under executive privilege. Duran’s office rendered useless the little information they did relinquish through heavy redaction. In response, ACLU-NM filed a lawsuit, claiming that Duran violated the Inspection of Public Records Act by withholding important information the public has the right to access.
 
In the discovery process of the lawsuit, the ACLU of New Mexico forced the Secretary of State to relinquish more than 100 pages of documentation that the Secretary of State falsely claimed was protected by executive privilege and the New Mexico Driver Privacy Protection Act. However, the Office of the Secretary of State still denies the public access to the lists of alleged foreign national voters and the signature rosters/checklists that would prove they cast ballots in an election.
 
“New Mexicans shouldn’t have to sue their government to access the public records they are entitled to under law,” said ACLU-NM Managing Attorney Laura Schauer Ives. “Unfortunately, it seems that the Secretary of State would rather fight lawsuits on the taxpayers’ dime than allow the public to hold her official statements up to the light.”
 
Read the motion for summary judgment: 

Motion for Summary Judgment.
Plaintiff's Motion for SJ Exhibits A-I
Plaintiff's Motion for SJ - Exhibit J pt. 1
Plaintiff's Motion for SJ - Exhibit J pt. 2
Plaintiff's Motion for SJ - Exhibit J pt. 3
Plaintiff's Motion for SJ Exhibits K-Q
 

 

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Most people know the American Civil Liberties Union as one of the oldest and fiercest defenders of religious liberty in the nation. However, Steve Smothermon, the pastor of Legacy Church in Albuquerque, was recently quoted in the Journal accusing the ACLU of attacking his religious beliefs. If Smothermon examined the situation more closely, he’d see that the ACLU’s concerns have nothing to do with his faith, but with defending the freedom of all people to practice their faith – or no faith at all – without governmental interference.

• Joined forces with the American Family Association, filing a lawsuit that freed a Christian preacher, who was jailed for 109 days for street preaching in Portales;
• Defended the right of evangelical Christians to preach on the sidewalks of the Strip in Las Vegas, Nev.;
• Intervened on behalf of a group of Massachusetts high school students who were suspended for distributing candy canes and a religious message at school;
• Opposed a Texas high school’s policy prohibiting students from wearing visible crosses and rosaries.