Office Manager

Reporting directly to the Executive Director, the Office Manager is a full-time position (37.5 hours per week, Monday, Tuesday, Thursday and Friday, 8 AM – 4 PM and Wednesday 9 AM – 5 PM) that is a critical part of our agency’s efforts to provide a welcoming and helpful atmosphere for clients, family members, and visitors to our agency. The Office Manager is the first person that callers and visitors to IN-SIGHT encounter, so the person in this position must be friendly, knowledgeable, helpful, patient, and organized.

While the Office Manager’s primary duties are to answer the phones and greet visitors, the person in this position also serves as the administrative assistant to the Executive Director and manages the IN-SIGHT store. The workflow associated with this position can be fluid and will include extended periods of downtime. The Office Manager must be a self-starter who can develop appropriate tasks to keep themselves busy during these periods.

Essential Functions

• Answers incoming calls, determines the purpose of the calls and forwards the calls to the appropriate personnel or department.

• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.

• Provides callers with basic information concisely, including the agency’s address, directions to the agency, website address, and an overview of the agency’s programs and services.

• Welcomes on-site visitors, determines the nature of their business, and announces visitors to the appropriate personnel.

• Make phone calls to clients to remind them of upcoming meetings and workshops and to confirm attendance.

• Manages the administration of the agency’s low vision clinic including client check-in, check-out, file management, and sending doctor reports.

• Manages the day-to-day operations of the IN-SIGHT Store, including tracking inventory, assisting customers, and processing payments for merchandise.

• Oversee the agency’s stock of office supplies.

• Signs for packages and mail and delivers the parcels to the appropriate staff member.

• Performs other clerical duties such as processing agency mailings.

• Performs other duties as assigned.

Educational Qualifications

• Requires a minimum of a high school diploma.  Previous experience in a professional office setting is preferred but not required.

Required Skills and Traits:

• Must competently use Microsoft Office, including Microsoft Word, Excel, and Outlook; web browsers; and other technology as necessary.

• Must be committed to the mission, vision, policies, and values of IN-SIGHT.

• Ability to understand and balance priorities, with strong attention to detail.

• Dependability, flexibility, adaptability, and ability to thrive in a dynamic, collaborative team environment.

• Ability to represent the agency with a high level of integrity and professionalism, adhere to agency policies, and support management decisions in a positive, professional manner.

• Must work with minimal supervision and be self-motivated.

• Must handle difficult and sensitive situations with diplomacy and discretion.

• Must understand and respect confidentiality, be assertive, able to think strategically, prioritize, focus, and be client oriented.

Mental, Physical, and Communications Demands:

• Must have strong written and spoken English skills. Fluency in Spanish is highly desirable.

• Must perform various tasks that require sitting, standing, and occasionally lifting to 25 pounds.