Office Manager II -Various sites

Job Title:  Office Manager II

Reports To: Program Director

FLSA Status: Exempt


SUMMARY OF DUTIES:

The Office Manager II 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