Description
Position Title: Office Manager
Supervisor: Executive Director
FLSA Status: Exempt
Employment Status: Full Time
Salary Range: $50,000
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The Office Manager is integral to the operations of our client-centered agency and performs various office support and administrative duties to ensure organizational effectiveness and efficiency. The incumbent is responsible for organizing and coordinating daily office operations and procedures including developing and maintaining intra-office communications, front reception support, and inventory control. This position ranges widely in duties and responsibilities and is ideal for a reliable, flexible, and energetic professional. HopeWorks staff, board and volunteers are invested and engaged in altering the systems and imbalances of power that maintain the status quo - including racism, poverty, and gendered violence. The successful candidate understands the root causes of sexual and intimate partner violence and a commitment to social justice.
Minimum Qualifications
- Bachelors degree or equivalent experience, including 3+ years of experience working in an office environment
- Strong computer skills including Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and database management
- Knowledge of office administration, office equipment, data systems, multi-phone line systems, and vendor management
- Exceptional communication and organizational skills with high attention to detail
- Strong analytical and problem-solving skills
- Ability to work independently and be self-directed as well as a team-player
- Passionate about the mission and philosophy of HopeWorks
- Experience in crisis response (preferred by not required)
Essential Duties and Responsibilities
OFFICE SUPPORT
- Manage day-to-day office operations
- Organize office operations and procedures
- Act as liaison for all office support contracts and vendors
- Supervise, mentor, and train front office staff and delegate to ensure maximum productivity
- Purchase office supplies and equipment and maintain proper stock levels.
ADMINISTRATIVE SUPPORT
- Provide administrative support to Executive and Deputy Director
- Assist with special projects, mailings, and fundraisers
- Record and allocate credit card payments
- Assist with preparing deposits
- Manage file retention policies and procedures and manage existing platform for file retrieval system
- Support Executive and Deputy Directors in new hire on-boarding including setting up workspace and logins
Core Competencies
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
INITIATIVE AND CREATIVITY
Plans work and carries out tasks without detailed instructions; makes constructive suggestions; prepares for problems or opportunities in advance; undertakes additional responsibilities; responds to situations as they arise with minimal supervision; creates novel solutions to problems; evaluates new technology as potential solutions to existing problems.
COMMUNICATION SKILLS
Writes and speaks effectively, using conventions proper to the situation; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind own opinions; asks others for their opinions and feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions.
COOPERATION AND TEAMWORK
Works harmoniously with others to get a job done; responds positively to instructions and procedures; able to work well with staff, co-workers, peers and managers; shares critical information with everyone involved in a project; works effectively on projects that cross functional lines; helps to set a tone of cooperation within the work group and across groups; coordinates own work with others; seeks opinions; values working relationships; when appropriate facilitates discussion before decision-making process is complete.
QUALITY OF WORK
Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.
RELIABILITY
Personally responsible; completes work in a timely, consistent manner; works hours necessary to complete assigned work; is regularly present and punctual; arrives prepared for work; is committed to doing the best job possible; keeps commitments.
PROBLEM SOLVING
Anticipates problems; sees how a problem and its solution will affect other units; gathers information before making decisions; weighs alternatives against objectives and arrives at reasonable decisions; adapts well to changing priorities, deadlines and directions; works to eliminate all processes which do not add value; is willing to take action, even under pressure, criticism or tight deadlines; takes informed risks; recognizes and accurately evaluates the signs of a problem; analyzes current procedures for possible improvements; notifies supervisor of problems in a timely manner.
SUPPORT OF DIVERSITY
Treats all people with respect; values diverse perspectives; participates in diversity training opportunities; provides a supportive work environment for a multicultural staff; applies HopeWorks commitment to cultural proficiency; shows sensitivity to individual differences; treats others fairly without regard to race, sex, color, religion, mental or physical ability, health status, nation of origin, gender identity or expression or sexual orientation; recognizes differences opportunities to learn and gain by working together; values and encourages unique skills and talents; seeks and considers diverse perspectives and ideas.
JUDGEMENT
Displays willingness to make decisions; exhibits sound and accurate judgment; analyzes problems skillfully; uses logic to reach solutions and make timely decisions.
PLANNING AND ORGANIZATION
Prioritizes and plans work activities; uses time efficiently; and develops realistic action plans.
MATHEMATICAL SKILLS
Adds, subtracts, multiplies and divides in all units of measure, using whole numbers, common fractions, and decimals. Computes rate, ratio, and percent and draw and interpret bar graphs.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, communicate and hear. The employee is occasionally required to use hands to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
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Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.
Bilingual candidates encouraged to apply.
TO APPLY: Applicants must complete an online application and submit a cover letter and resume.
Applications submitted without a cover letter and resume will not be reviewed. The review of applications will begin immediately and continue until the position is filled.
HopeWorks is an Equal Opportunity employer. Personnel are chosen on the basis of ability without regard to race, color, religion, sex, national origin, disability, gender identity, marital status or sexual orientation, in accordance with federal and state law.
