IATSE Local 480
The Film Technicians Union of New Mexico

Office Manager

Based in Albuquerque and Santa Fe, NM

We are seeking a team member to join our staff. Our ideal candidate will have an excellent work ethic and will work cooperatively with our dedicated team. As an organization we prioritize staff training and development in a collaborative and exciting work environment. You must have strong management skills, and delegate, collaborate and lead well. Time management and prioritizing your workload is required.

Candidates must possess strong HR skills and a general knowledge of unions. Strong interpersonal, organizational, and communication skills are also required. Prior management experience and experience with budgets and payroll are preferred.

Duties include:

• Manage all functions of two offices, one in Albuquerque, one in Santa Fe, including assisting with events and meetings.
• Train and supervise administrative and bookkeeping staff.
• Assist the Business Representative in managing all staff.
• Manage/process payroll, employee benefits, and confidential HR information
• Assist the President, Business Representative, and Secretary, and Treasurer in preparing reports, budgets and other tasks as assigned.

See the job description for complete details.

Preferred skills, education, and experience:

• Prior management experience
• Strong organizational skills
• Understanding of HR best practices
• Experience with budgets and payroll
• 5 years union or nonprofit management experience
• Microsoft Office Word, Excel, Quickbooks, and Google Docs experience
• Strong writing skills
• Strong computer skills; able to adapt to new software systems
• Associate degree or bachelor’s degree or equivalent work experience

Compensation:

• Our organization offers competitive benefits including Pension, Annuity, Health and Welfare, and PTO. Job Type: Full-time, salaried exempt. Must be able to work evenings and weekends as needed.
• Salary commensurate with experience and responsibilities.

To Apply
Send your résumé and cover letter to applications@iatselocal480.com.

POSITION TITLE: Office Manager    
CLASSIFICATION: Exempt, Salaried; Full-Time
DEPARTMENT: Operations    
REPORTS TO: Business Representative
HOURS: Varies    
TRAVEL: 5%

JOB SUMMARY
The Office Manager oversees the organization’s daily operations to ensure they run as smoothly and efficiently as possible. They are responsible for managing its resources, developing and implementing an operational plan, and ensuring that procedures are carried out correctly. Additionally, the Office Manager regularly evaluates organizational efficiency and makes necessary recommendations for changes to maximize staff productivity.

RESPONSIBILITIES AND DUTIES

• Under the oversight of the Business Representative, the Office Manager is responsible for the following:
• Preparing financial and other reports and participating in meetings as needed.
• Leading or taking part in special projects as directed.
• Assisting with events and meetings as directed.
• Coordinating building services and operations and overseeing the day-to-day activities in the office buildings, ranging from cleaning, waste disposal, and repair of facilities.
• Managing and maintaining offices, office furnishings, and equipment.
• Offering recommendations and advice on strategies and steps to take to ensure the smooth running of the offices.
• Coordinating vendor activities and payments.
• Maintaining current insurance files, tracking policy expirations, and consulting on renewals and reevaluations.
• Human Resource management and oversight and ensuring the Business Representative is kept abreast of best practices.
• Creating and implementing employee relations policies to help increase employees' job satisfaction.
• Overseeing office calendars.
• Developing and maintaining a list of procedures and practices for hiring new employees and managing the staff including orienting, onboarding, and training new hires.
• Communicating with employees about compensation, benefits, and other facets of their employment.
• Presenting for approval, documenting, and scheduling Paid Time Off and Sick Leave based on employee needs and the organization's requirements.
• Responding to questions or complaints from employees in a timely fashion.
• Maintaining appropriate personnel files and documents.
• Managing and processing staff payroll including review and approval of staff time and payroll reports before the business representative provides final approval.
• Supervising all staff to ensure the office is running efficiently.
• Ensuring all appropriate Human Resource signage is timely and posted in an appropriate location.
• Providing staff with office policy updates, and reminders.
• Providing the Business Representative with frequent reports of staff monitoring and performance.
• Training staff as needed and providing feedback to all staff on various duties and subjects relevant to their position.
• Project management including assigning various responsibilities to staff and following up on the work product.
• Assisting the President, Business Representative, Secretary and Treasurer in the preparation of reports, budgets and other tasks as assigned.
• Other such duties as assigned by the business representative.
• Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

COMPETENCIES

• Excellent leadership and organizational abilities. Proven knowledge of performance evaluation metrics in a business setting. Excellent interpersonal, written, and oral communication skills. Demonstrated success in innovating solutions to increase productivity and profitability. Experience with building management and knowledge of and experience with managing business insurance. Human Resource experience, including a strong understanding of the interviewing process, benefits administration, payroll, and other HR functions. Familiarity with HR best practices and laws such as FMLA, FLSA, and HIPPA. Familiarity with MS Word and Excel, Google docs and sheets, Quickbooks and bookkeeping, ADP or other payroll services, and MTP.

PHYSICAL DEMANDS

• Must be able to remain in a stationary position for 75% of the time with occasional movement about and inside the office to access file cabinets and office machinery. Must be able to lift up to 25 pounds. Must be able to continuously operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer. Must frequently communicate with members, staff, and others regarding union business. Must be able to exchange accurate information in all situations.
• Ability to work in teams and provide member services during typical office hours, with occasional weekends and evenings work and periodic travel.

SUPERVISORY RESPONSIBILITIES

The Office Manager supervises the entire Local 480 staff. Supervisory duties include:

• Monitoring individual staff performance
• Tracking workflow, schedules, and progress
• Ensuring proper coverage
• Monitoring and approving overtime
• Providing budget recommendations on an annual basis
• Tracking and managing operational budget
• Completing monthly bank reconciliations
• Creating and administering annual departmental staff reviews
• Providing recommendations for merit increases, if any
• Providing recommendations on actions necessary to address performance deficiencies
• Providing recommendations for filling vacancies in department staff positions
• Escalating any departmental human resource concerns to the Business Representative.

PREFERRED EDUCATION & EXPERIENCE
Must have a GED or high school diploma. Associate or bachelor degree is preferred. At least five years’ experience in a management or leadership capacity. Experience in a labor union environment with knowledge of union contracts and membership services related functions is desired. Experience in a Human Resource function that demonstrates knowledge of best practices and demonstrated experience training and mentoring staff. Experience with managing building maintenance and record-keeping. An understanding of, and experience with, managing and assessing business and employment insurance. Experience creating and presenting reports that document complex data. Experience with databases and MS Office, including Word, Excel, and Outlook. Excellent customer service, professional attitude, and appearance are a must.

IATSE Local 480 is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.