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　　JOB OPENING

　　Title:          Office Manager

　　Location:   USAG Brussels, Belgium

　　Start date: May 2024

　　Job-Type:  Fulltime (This is a Hybrid work: a flexible working model where employees work partly in the physical workplace, and partly remote)

　　JOB DESCRIPTION

　　The Office Manager is responsible for the daily operations of the Service Center Operations, located within the USAG Brussels. This position works closely with the Chief Financial Officer to meet all administrative needs of the Council operations. The position performs various accounting tasks like preparing invoices, processing payments, tracking cash flow, creating budgets, and processing payroll. The position allows for staff leadership to other Administrative Staff and collaboration with the Program Supply Center staff. The successful candidate will possess the urge for continuous improvement for the organization and oneself. Organization and planning, collaboration, and strong communication in a highly customer service-based atmosphere is essential.

　　Qualifications

　　2+ years of office administration preferred.

　　Budget management experience and the ability to read and interpret financial statements preferred.

　　Excellent customer service, and leadership skills.

　　Ability to work a flexible schedule.

　　Knowledge of the Scouting program preferred.

　　Able to effectively communicate written and verbal in English.

　　Some abilities to communicate in French and Dutch preferred.

　　Able to comprehend basic financial reports in English.

　　Strong interpersonal and ethical behavior to manage our assets.

　　Valid Driver’s License. (preferred)

　　Ability to type a minimum of 45 words per minute.

　　Proficient in MS Office (Outlook, Excel, Word, PowerPoint).

　　Familiar with Adobe product suite for editing, digital signatures, etc.

　　This is a physically demanding position - the ability to lift up to 70lbs.

　　Responsibilities

　　Financial

　　Performs a variety of routine clerical accounting functions involved with the financial reporting of the organization, most specifically:

　　Posting charges to Unit Accounts for membership-related transactions.

　　Post deposits to Unit Accounts for deposits made via a variety of channels.

　　Wire Transfers directly to the council’s bank account.

　　Counter deposits direct to the council’s bank account.

　　Payment Card charges through the council’s online payment portal.

　　Responsible for the production, distribution, and responses related to Unit Account Statements.

　　Understand the interaction from the event management system (Black Pug) to the general ledger and serve as the primary resource for set-up and troubleshooting related to transactions flowing through the Black Pug system.

　　Authorize the refund process for any required transactions within the Black Pug System.

　　Serve as primary administrative support related to the Council’s fund development activities.

　　Setup of appeals within Constituent Management System –Blackbaud.

　　Daily posting of transactions to the Blackbaud system.

　　Transactions from Scouting Gives online donations portal.

　　Transactions communicated via email or other pledge documents.

　　Reconcile fee-related transactions for contribution via the online Scouting-Gives portal / WePay reconciliations.

　　Ensure weekly reporting of campaign status.

　　Manage the donor recognition program to ensure timely distribution/mailing of recognition items.

　　Manage monthly communications to donors with pledges receivable to ensure timely collection.

　　Respond to donor inquiries related to the status of their gift, payments, or recognition items.

　　Produce the annual Contribution Statement to donors before January 31.

　　Serve as the custodian for Petty Cash.

　　Provide support to the Independent Financial auditors as requested.

　　Provide a high level of friendly, efficient and professional customer service.

　　Program / Event Management Support

　　Serve as the Administrator and primary support for the Black Pug Suite of software.

　　Support other staff in set-up of events and camps.

　　Serve as troubleshooter for issues that may arise.

　　Serve as Master Registrar for events and camps.

　　Serve in a key role related to the triennial Normandy Camporee.

　　Primary interface with campsites and other vendors providing overnight accommodations.

　　Work with other key staff to ensure proper logistical support for the event.

　　Website and IT

　　Serve as the IT administrator and desktop support point of contact for the Brussels off and remote staff.

　　Serve as the security administrator for the website, assigning users and appropriate roles.

　　Serve as the communications officer for all Council public communications channels, responsible for approving and publishing updates (email newsletters, social media, and website.)

　　General Office

　　Respond to phone calls and emails regarding membership, finance, and program questions, directly them to the appropriate individual as necessary.

　　Work collaboratively with other admin staff to cross-train and cover all functions needed for the smooth operations of a Service Center of a Boy Scout Council.

　　Serve as the on-site daily liaison with the U.S. Army Garrison Brussels.

　　Daily DAR Report.

　　Updated rosters and phone directories.

　　Liaison for stakeholder meeting regarding the garrison’s relocation to Sterrebeek Annex.

　　Scheduling of office hours, annual inventory dates, etc.

　　Provide administrative support for the Employee Handbook and other personnel-related communications.

　　Serve as the primary agent with the U.S. Army Post Office of the USAG Brussels.

　　Support the Program Supply Center operations for drop off of mail to the local Post Office.

　　Serve in a key role to support and advise the Scout Executive / CEO on administrative and operational issues.

　　APPLICATION PROCESS

　　For more information, go to our  website (https://french-consulting.com/careers/) .  Upload your resume directly at  https://french-consulting.com/careers .

　　DOCPER/SOFA/Logistical Support Status

　　This position is not eligible for support under NATO Status of Forces Agreement (SOFA) supplemental agreement articles 72 or 73.

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　　French Consulting is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

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