Office Manager

Nature of Work

The Office Manager is responsible for providing program support to the Executive Management team and the Center Manager Assistants. The Office Manager provides short term and long-term planning for support and training to ensure compliance is maintained agency wide including assurance of compliance with state licensing, federal standards and agency policies and procedures.

Minimum Qualifications

High School diploma or GED with a minimum of five years of progressive professional experience preferably in a social service and/or early childhood education environment. Associate degree plus three years of progressing professional experience will substitute for the five years of experience.

Essential Duties and Responsibilities:

Supervisory Responsibilities

• Hire, mentor, coach and evaluate the performance of the Executive Assistant and Admin Clerk

Program Functions

• Assist Site Managers and Center Manager Assistants to implement systems to track compliance with

all applicable policies, procedures, standards, and plans.

• Ensure that all Licensing Regulations, Head Start Performance Standards, and agency policies and procedures are met through the efforts of collaborative teams; establish and monitor systems that assure program quality.
• Create and maintain a system for Policy Council, Board of Directors, and all other committee meeting agendas, meeting minutes and other documents.
• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, sorting and mailing checks, and preparing documents.
• Maintains inventory of office supplies; orders new supplies as needed.
• Reviews in-kind packets for accuracy
• Reviews transmittal packets for accuracy
• Maintains training/meeting room reservation system.
• Assists Executive Management with invoices, credit card reconciliation and other fiscal documentation.
• Oversees planning of all in-house or off-site activities for the grantee office and the administrative group
• Ensure that sensitive and important company information is handle professionaly and confidentially

Miscellaneous

• Attend meetings, training and professional development activities as needed or requested by Supervisor.
• Perform other duties as requested.

Required Knowledge, Skills and Abilities

• Excellent confidentially skills
• Excellent organizational skills
• Broad-based knowledge and experience in computer applications and systems, i.e. database, spread sheet, word processing, power-point, e-mail, and internet.
• Ability to utilize agency resources and technology to appropriately answer questions and provide technical support to staff.
• Demonstrated training skills, ability to provide presentations to small and large groups.
• Excellent communication skills, verbal and written.
• Intermediate to advanced level computer skills, internet and e-mail.
• Ability to handle highly stressful and sensitive situations in a professional manner while maintaining emotional intelligence.

Special Considerations

Employees within this classification are required to:

• Obtain a Louisiana Child Care Criminal Background Check Determination of Eligibility
• Pass a physical examination upon hire and every three years.
• Maintain a valid driver's license with a driving record in compliance with RCCDC's insurance carrier requirements.
• Be able to frequently sit, work at computer keyboard and desk, and stand to file misc. documents.
• Be able to maintain regular and punctual onsite attendance.
• Be able to travel overnight as required.
• Be able to travel to assigned sites.
• Be able to sustain concentration and ability to handle multiple tasks often simultaneously.
• Be able to bend, stoop and kneel and lift up to 25 lbs.
• Frequent kneeling, stooping, bending, and sitting on the floor to attend to children's need.
• Be able to perform duties in an active environment with changes in climate and noise level.