JD - Blank Job Description - NALC (A0209069)

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Job Title: Office Manager

Reports To:Home Stability Program Coordinator and Director of Programs

Department: Home Stability

Supervisory responsibilities include assigning, scheduling, monitoring and controlling work; evaluating and managing performance; interviewing, hiring, and orienting new employees; training employees when necessary; making salary recommendations; and recommending discipline or termination when necessary.

General Purpose: Responsible for overall front office activities including the reception area, mail, large purchasing requests and office supplies, facilities, arrangements for office meetings (scheduling).

Essential Duties and Responsibilities:

• Manage the reception area to insure effective telephone and mail communication both internally and externally to maintain professional image.
• Supervises and coordinates overall administrative activities for the office.
• Helps to ensure client confidentiality.
• Supervises the maintenance and alteration of office areas and equipment and housekeeping of office facilities.
• Purchase of office supplies and furniture, office equipment, etc. for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervises the maintenance of office equipment, including copier, fax machine, computers, postal machine, etc.
• Responsible for the facilities day – to - day operations (such as changing light bulbs, heat problems, general repairs, etc.)
• Participates as needed in special department projects
• Data entry for the different agency databases as needed.
• Keep, balance and maintain control of assistance accounts
• Responsible to prepare payment requests (Black Hills, Xcel Energy, Landlords, Etc.) Record checks on ledger cards for proper grants, compile list for utility companies with client information.
• Filing
• Records maintenance/responsible for files and their storage and/or destruction
• Provides front desk coverage as needed.
• Ensure phone calls are directed accordingly
• Professionally administer all incoming calls
• Greets guests in a professional friendly, hospitable manner
• Open and close visitor area (locking doors, closing blinds, turning of lights, maintaining a friendly and clean environment).
• Is knowledgeable of office security and safety and oversees changes to ensure workplace safety.
• Professionally fulfills assignments of Executive Staff including coordinating of logistics for events.

Other Duties: Other duties as assigned.

Minimum Requirements: The requirements listed below are representative of knowledge, skill and/or ability required.

• Working knowledge of mail processes such as postage machine, Federal Express and UPS
• Good planning and organizational skills.
• Professional appearance and manner
• Expedience in office management capacity
• Ability to negotiate effectively
• Ability to lift
• Ability to communicate effectively both in written format and oral presentation. Excellent phone etiquette
• Excellent verbal communication skills
• Should be customer service driven
• Professional appearance
• Ability to multi-tasks and establish priorities.
• Ability to maintain organization
• Exhibits initiative, responsibility, flexibility and leadership.
• Ability to maintain flexible attitude and approach towards assignments and successfully operate under ambiguous guidelines.
• Ability to operative telephone, photocopies, fax machine and computers
• Must be proficient in office software-Word, Excel, Email, Scanning
• Ability to effectively present information and respond to questions from management, clients.

Supervision: Reports to Home Stability Program Coordinator

Education: Bachelor’s degree in Business and/or 3years’ experience in business or related field.

Experience: file management, grants and personnel files preferred.

Job Description for Office Manager

Core Competencies:

• Ethical: Makes ethical decisions and is trustworthy. Is non-judgmental and values and supports diversity. Decisions and actions are professional, transparent and objective. Maintains appropriate boundaries and realistic expectations for self and families.
• Accountable: program operates well while meeting goals and objectives. Manages program budget and program data and ensures reporting processes are compliant to grants/contracts. Maintains processes of confidentiality and safety for clients and staff. Requires minimal supervision, but seeks guidance when necessary.
• Knowledgeable: knowledgeable in field and is understanding of service population and community. Understands and follows program and agency policies and procedures and strives to develop further knowledge and skills. Skill in oral and written communication.
• Results Oriented: meets outputs/outcomes goals and program objectives and ensures that contract compliance is achieved. Focuses attention and efforts appropriately while utilizing effective and efficient processes.
• Communication Skills: possesses presentation skills to facilitate education and deliver quality program and agency messaging. Has the ability to work extensively with other agencies and market the programs throughout the community. Maintains timely and thorough communication with supervisors.
• Good Judgment: has the ability to analyze problems and develop solutions. Accurately interprets situations and responds appropriately while seeking guidance when necessary and bases decisions on facts rather than emotions.
• Coping Skills: maintains composure under pressure and does not become complacent or difficult when stressed. Keeps situations in perspective and accepts constructive feedback receptively. Ability to work with others in a respectful and effective manner. Ability to manage multiple priorities and interruptions.
• Supervisory Skills: is an effective manager and promotes Catholic Charities’ values to staff. Follows agency requirements and holds team accountable for performance. Provides timely feedback and is consistent and fair while encouraging of staff development. Ability to supervise others in a way that results in a productive working environment.

Values:

• Catholic Charities is a multiservice nonprofit agency that maintains the highest standards of professional conduct while working to improve the lives of our clients.
• We respect each person that visits our office and treat them in a manner that reflects Catholic Social Teaching.
• We thrive in an atmosphere of mutual support and respect.
• We support professional development opportunities for our staff
• CCDP does not discriminate against any employee or applicant because of race, color, religion, age, sex, sexual orientation, creed, ancestry, national origin or disability.

Physical Requirements of this position include:

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Employee SignatureDate

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Supervisor SignatureDate

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Executive Director SignatureDate