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Operations Manager

Tacoma, WA | Other
16 Days Ago

Job Description

Overview

$24.57-$27.65 DOE

Join our team!

Excellent benefit to include 3 weeks vacation, 2 weeks sick leave, 12.5 paid holidays, medical, dental, vision, life insurance, AD&D, pension, 403b, flex-spending, HSA.

 

The Operations Manager is a member of the service team for Family Housing Network, a housing program of Catholic Community Services and provides direct support to the Housing Services Director.  This position manages the   administrative, facilities/maintenance, accounting, financial, safety and security, lobby and day center functions of FHN.  This position is accountable for a smooth functioning, professional and efficient workplace for Family Housing Network and serves as a manager for administrative and generalist positions by providing training and assistance. This position will handle a variety of requests from individuals in great need of service.  These individuals may have serious needs including housing, food, finances or other issues.  Employee must deal with each of these individuals in keeping with the philosophies and guidelines of Catholic Community Services. This position coordinates own workload, working with minimal supervision, setting priorities and deadlines.  These are established based on the employees’ knowledge of the day-to-day functions and projects of the program.

Responsibilities

Manage Day Center Operations

 Oversee the operations of FHN’s Day Center

  • Supervise 3 Day Center Generalists
  • Ensure that staff receive appropriate training on day center operations
  • Schedule work shifts for staff and other personnel
  • Ensure staff are following Day Center’s Standard Operating Procedures
  • Assist staff with unruly clients, banned clients, and clients who are not abiding by Day Center rules and procedures
  • Assist with the resolution of client complaints
  • Responsible for the upkeep and maintenance of day center equipment (kitchen appliances, washers, dryers, showers, microwave, refrigerators, stove/oven etc.
  • Responsible for the ordering of supplies and inventory for the day center.
  • Oversee client screenings and data entry into HMIS
  • Oversee the processing of donations
  • Ensure day center is kept in a healthy, clean, professional state

Manage Front Desk/Lobby Operations

 Oversee the operations of the front desk/reception

  • Supervise 4 personnel on front desk procedures
  • Ensure that staff receive appropriate training on front desk/lobby operations
  • Schedule work shifts for staff and other personnel
  • Ensure staff provides excellent customer service to clients, guests, and staff
  • Ensure staff answers phones professionally and connects callers to correct extensions
  • Maintain and upkeep the cleanliness of the lobby area 

Manage Accounting Operations

 Oversee the operation of accounting functions

  • Supervise an Accounting Assistant
  • Ensure staff receive proper training
  • Responsible for assigning numbers to all POs
  • Oversight of deposits, purchase orders, and maintain petty cash, etc.
  • Oversee the keying of all FHN purchase orders (SSVF, RR, CE, and other misc) into the accounting system, check for accuracy, and back-up documentation
  • Oversee the issuing of all FHN computer generated checks and ensuring their accuracy
  • Oversee the credit card reconciliation for 8 business credit cards and making sure they are posted in the system accurately and timely
  • Provide information and assist with financial audits
  • Assist with vendor payment processes
  • Ensure all POs and other expenses are coded to the correct cost center  

Manage Financial/Budget Operations

 Oversee the operation of financial functions

  • Manage the budget for over 20 program budgets (cost centers) which includes all revenue and expenses
  • Manage contract billings for the City of Tacoma, Lakewood, and Pierce County for over 10 accounts
  • Research and correct any billing discrepancies on the contract billings
  • Review the technical submissions for County contracts to assure the spending down of projected budgets for 7 contracts (3 RRH, 3 PSH, 1 CE)
  • Manage HUD time reallocation percentages for 45 staff members
  • Forecast and project operating budget for the FHN program, including staff positions and salaries
  • Assist Director with grant proposals, grant reports, and other program reporting required by funding agency, CCS, or other entity.
  • Assist Director with monthly contract budget tracking and analysis
  • Compile monthly, quarterly, and annual reports for a variety of PHN contracts and deliver reports to various funders

Manage Facilities/Maintenance Operations

Oversee the operation of facilities and maintenance functions

  • Responsible for the cleanliness and upkeep of the FHN building
  • Coordinate with and schedule vendors for building maintenance, i.e. electrical, roofing, janitorial, fire systems, elevator, alarm, security locks, plumbers, etc.
  • Work with TC facilities to schedule work at FHN building
  • Maintain keys for all file cabinets and desks for all staff
  • Order all building supply needs
  • Coordinate all building furniture ordering
  • Work with janitorial company 

Manage Safety and Security Operations

Oversee the operation of facilities and maintenance functions

  • Assure FHN is following various CARF standards
  • Lead a safety committee at FHN
  • Conduct safety meetings quarterly
  • Participate in SW’s quarterly safety meetings
  • Operate and view the security cameras as needed
  • Assure FHN’s building alarms are functioning
  • Plan and execute yearly drills, i.e. Fire, Earthquake

Manage Administrative OperationsOversee the operation of Administrative functions

  • Maintain all archived files and abide by retention dates
  • Order office supplies for all staff (45)
  • Work with IT on all computer, phone or copier issues
  • Order staff business cards
  • Work with HR on staff document and training compliance
  • Train new employees on building protocol (alarm codes, exit routes, etc.
  • Issue building keys and elevator access cards

Coordinate FHN retreats and other department functions

Qualifications

Minimum Qualifications

  • AA degree or 5 years’ experience working within an office with increased responsibilities.
  • 3 years supervisory experience.
  • Ability and willingness to work in a team environment and promote a positive team
  • Excellent interpersonal and customer service skills.
  • Excellent oral and written communication skills
  • Strong organization skills and the ability to multi-task and handle multiple priorities under stressful circumstances
  • Good computer skills and experience including Microsoft Word, Excel and Access at an intermediate skill level. Database experience.
  • Ability to work as a member of a team and support other staff as requested.
  • A desire to help people from diverse backgrounds with multiple complex needs

            Preferred Qualifications

  •  BA Degree
  • Knowledge of Pierce County community resources
  • Experience working in a social service, non-profit setting
  • Formal Office/secretarial/computer training

Skills for Operations Manager

The job skills required for Operations Manager include Customer Service, Written Communication, Analysis, Accounting etc. Having related job skills and expertise will give you an advantage when applying to be an Operations Manager. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Operations Manager. Select any job title you are interested in and start to search job requirements.

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Career Path for Operations Manager

The following is the career advancement route for Operations Manager positions, which can be used as a reference in future career path planning. As an Operations Manager, it can be promoted into senior positions as a Senior Operations Manager that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Operations Manager. You can explore the career advancement for an Operations Manager below and select your interested title to get hiring information.