Office Manager

Description

Position Summary:

The Office Manager performs complex, confidential and time-sensitive administrative, operations, and location-specific support functions. 

Responsibilities:

Administrative Support

• Provides daily administrative support for supervisor and leadership in the completion of tasks to ensure smooth, efficient running of the office environment
• Prepares and distributes agendas and briefing materials for meetings in an accurate and timely manner
• Schedules and prepares conference rooms and orders food for meetings and events
• Attends and documents meetings as requested by supervisor and/or leadership
• Responds timely to supervisor and leadership information requests
• Communicates program events and newsworthy items to internal and external stakeholders
• Maintains information for the Catholic Charities website; monitors website for accuracy, content and style, and assists with content and other information as requested
• Assists with creation of newsletters, flyers, brochures and other media
• Schedules and attends (when necessary) local community fairs to increase awareness of Catholic Charities services
• Assists in preparing and submitting grant applications to generate funds, as requested
• Establishes and maintains location program and service files, including contracts, policies, guidelines, and specific program or service information

Operations Support

• Acts as a liaison to Finance for workflow, procedure monitoring and policy training; provides training for new employees and reminders to staff regarding business office and operational policies and procedures; meets monthly with Finance to ensure policies and procedures are consistently applied to assigned location and to address any concerns related to Finance policies and procedures
• Assists with report preparation on progress, budgets, receipts, and expenditures
• Oversees business operations functions at assigned location(s)
• Monitors janitorial services and notifies Facilities regarding any issues
• Serves as Safety Coordinator and is the primary emergency alert system user for assigned locations; monitors first aid kits, performs facility walkthroughs, coordinates drills, and maintains safety checklists
• Reviews and update’s location building floor plan(s) monthly

Support for Assigned Location(s)

• Acts as Lead of location’s Social Committee and coordinates events such as staff appreciation, barbeques, training, and holiday celebrations; determines which account(s) to charge events to; works with Finance to assure charges are accurate
• Serves as the primary contact for employees requiring assistance with completion of order requests, travel requests, employee expense reimbursements and credit card vouchers
• Books and coordinates travel as needed and/or as directed by supervisor
• Reviews credit card vouchers and employee expense reimbursements to ensure they are complete; as indicated, submits documents to Accounts Payable for processing
• Gathers and enters requests for general office supplies for assigned location(s); processes orders and manages general office supply stock to ensure adequate stock is maintained
• Reviews and reconciles petty cash monthly and ensures timely submission to Finance
• Manages Agency vehicles; assures vehicles are properly cared for and employees follow Agency guidelines when using the vehicles
• Provides office orientation to staff newly assigned to the location (ex. new hires, transfers)
• Communicates information and follows up on activities required for staff
• Conducts CPI training sessions with applicable staff

Performs other duties as assigned

• Serves on select committees
• Works on special, nonrecurring, and/or ongoing projects

Qualifications

Job Requirements:
The following requirements are those that are normally required for performance of this position.  Any disabled applicant or incumbent who does not meet one or more of the physical requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:
This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking, hearing and adequate vision on a regular basis to perform the job requirements.  These physical demands are required up to 80% of the time.

Non-Physical Requirements:

Education

• High school diploma or GED required; Associate degree preferred

Experience

• 5 years’ administrative and customer service experience required

Special Skills

• Excellent verbal and written communication skills
• Ability to manage high detail administrative tasks
• Ability to work independently as well as collaboratively with others
• Sound judgement skills and ability to maintain strict confidentiality
• Strong interpersonal skills
• Acts as role model within and outside the Agency
• Maintains a positive and respectful attitude
• Flexible and efficient time management, organization skills, and ability to prioritize workload
• Strong computer competency with MS Office Suite proficiency
• Crisis Prevention Institute (CPI) certified or ability to obtain CPI certification
• Bilingual (English/Spanish) preferred

Licensure, Registration, Certification

• Valid Washington State driver’s license and minimum required liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities liability insurance provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Work Schedule: Monday-Friday 8am-5pm
Wage Range: $29.00-$35.00 per hour depending on experience
Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.