Job description

The Office Manager is responsible for overseeing and providing administrative services in collaboration with Supervisors/Managers/Directors to ensure smooth coordination of the daily operations of the Titus office.

ESSENTIAL DUTIES

• Ensures office is opened and closed in a timely manner. Follows through with any necessary maintenance to office facilities and equipment.
• Attends to office-related tasks outside of the office such as banking, coordination of donation pick-ups, and other job-related errands.
• Support Administrative Assistant as an office receptionist, greeting visitors, offering refreshments when appropriate, and informing staff members of visitors’ arrivals; schedule, confirms and cancels appointments for others; maintains a tidy reception area.
• Responds to questions about program services from referral sources; connects prospective clients with appropriate staff member; refers callers to appropriate resources and other community agencies.
• Answers telephones in a timely, friendly manner; screen calls; returns calls as directed with requested information; assists callers as able; takes accurate, complete messages; forward calls to other staff members as appropriate.
• Maintains office petty cash for various programs (prepares reimbursement reports, tracks disbursements pending receipts, cash checks).
• Maintains and orders office supplies and equipment as needed. Ensures that supply inventories and maintained at adequate levels; stock shelves with new supplies; maintains supplies in neat, orderly fashion; may order special items as requested.
• Prepares and types a variety of non-routine/complex correspondence, forms, reports and similar using Microsoft Office.
• Attends all staff, site and agency wide meetings as required.
• Performs routine clerical duties such as copying, sorting, faxing and filing documents.
• Oversees incoming and outgoing mail.
• Assists in the planning of meetings, arranges for space and refreshments, and ensures that the office returns to normal working order after completion of meeting.
• Responsible for monitoring and implementing agency’s safety plan, including El Nido’s Covid-19 Protocols.
• Coordinate work station assignments, weekly staff schedule for all programs and manages scheduling of rooms.
• Ensures all work station have all equipment and supplies needed and in good working order
• Acts as main liaison onsite with IT team and building management company for Titus site.
• Reports and follows up with CFO regarding facility issues.
• In coordination with managers, schedules handy person for small tasks, oversees their work as needed and maintains list of local vendors for future reference.
• Provides support to Regional Manager and Director of Family Well-Being Initiatives as needed.

Select Home Visitation Responsibilities

• Enters program data for Select Home Visitation Program.
• Makes client packets (intake packets, referral forms, assessment forms, etc.). Photocopy, sort, and prepare forms for client packets.
• Supports in planning and facilitating client activities. Attends community meetings and outreach events. Conducts outreach activities with partnering programs and the community at large.
• Attends trainings and program meetings as required.

POSTION REQUIREMENTS

• A.A. degree preferred
• Minimum 2-3 years of work experience in closely related position.
• Working knowledge of standard office practices and equipment.
• Office organization skills to ensure smooth running of site.
• Detail oriented.
• Proficient computer skills including word processing, spreadsheets, presentation software, as well as databases and customer database systems.
• Accurate, basic math skills to calculate and maintain routine numerical assignment.
• Effective oral and written communication skills.
• Basic knowledge of program services, child abuse laws.
• Bilingual/Spanish preferred.

Job Type: Full-time

Pay: $46,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• office management: 2 years (Required)
• working in social service agency: 2 years (Preferred)

Language:

• English/Spanish (Preferred)

Work Location: One location

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