Starting rate: $20 per hour
FLSA Status: Non exempt
The Office Manager is responsible for direct supervision of Administrative and Maintenance staff assigned to multiple programs and /or satellite programs. Assists Program Directors in carrying out fiscal and administrative duties.
RESPONSIBILITIES:
- Responsible for the supervision of all customer service, clerical, maintenance and security staff assigned to program in accordance with Agency policies and procedures.
- Assigns work to administrative staff, indicating priority and required completion date, and monitors quality and timeliness of outputs. Manages deployment of staff among Program sites and satellites.
- Is responsible, with input from the Program Directors, for the recruitment, selection and job performance evaluation of clerical staff and provides training and orientation for new administrative staff.
- Develops and maintains record-keeping and client scheduling and billing system utilizing Agency software.
- Develops and maintains agency filing system for correspondence, program and administrative materials; originates and implements improvements in office organization.
- Participates in Same Day Access and Senior Secretaries committees
- Maintains inventory and purchase records for review by Program Director.
- Receives, disburses and keeps records of Petty Cash funds.
- Maintains staff schedules and attendance records. Manages request for time off from Admin staff to maintain office coverage
- Maintains appointment and meeting schedule for Program Director, schedules and cancels meetings as assigned.
- Types fiscal, administrative, personnel and statistical reports. Takes and transcribes dictation of technical and administrative correspondence emanating from administrative office staff
- Maintains confidentiality of communications, especially related to personnel and Program Director correspondence.
- Facilities responsibilities: ordering/shopping for supplies, assists with health inspections and audits, reports any building issues to Facilities Manager.
- Schedule and assigned duties are subject to change based on the needs of the program and the clients we serve.
REQUIRED KNOWLEDGE AND SKILLS:
- Ability to establish and maintain good working relationships with other employees, as well as with the general public.
- Effective Supervisory skills.
- Must have ability to relate, either in person or by phone, to individuals in crisis. Ability to exercise good judgment, courtesy and tact in receiving callers.
- Ability to type and file accurately. Ability to understand and follow routine oral and written instructions. Knowledge of the operation/use of keyboard data entry equipment.
- Knowledge of office procedures and equipment. Knowledge of appropriate English grammar and usage.
QUALIFICATIONS:
- High school diploma
OR
- Equivalency including or supplemented by courses in typing and computer operations plus three (3) years full time paid experience performing some combination of secretarial and data input duties
OR
- Graduation from two year business school with courses in typing and computer operations.
AND
- Minimum of two (2) years' experience in supervision of staff