After School Office Manager (008)

Title:  Office Manager

Department:

FLSAfication:  Non-Exempt

Reports to:  Clubhouse Director

Summary: The Office Manager is responsible for providing skilled, efficient and confidential secretarial/clerical support to clubhouse senior staff as necessary.  The Office Manager will prepare correspondences, reports, maintains schedules and calendars, answers phone calls and maintains files.

Essential Duties and Responsibilities:

·         Serve as the Clubhouse receptionist: greet visitors, answer phone calls, receive messages for Clubhouse staff and business matters in a professional manner

·         Create and submit requested reports in a timely manner

·         Prepare administrative packets to submit to Headquarters on a weekly basis

·         Maintain and update all clubhouse documents

·         Handle and log all checks, cash and petty cash items/ensure all money is secured professionally

·         Monitor all office supplies and order as needed

·         Maintain all administrative and correspondence files

·         Create a safe and inviting environment for all staff and clubhouse members

·         Develop a rapport with clubhouse members and staff; offer suggestions and recommendations as appropriate

·         Evaluate the condition of all office equipment on an annual basis

·         Provide any additional assistance needed within the Clubhouse setting

Required Skills/Knowledge:

·         At least 2 years of work related experience

·         Ability to communicate effectively with young people from diverse backgrounds, ages 6-18 as well as a range of other organizational personnel in a courteous and professional manner

·         Strong written and verbal communication skills are essential in addition to excellent follow up skills 

·         High level of technological proficiency in the use of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint

·         Highly motivated and dedicated to the organizational mission

·         Extremely organized/detail oriented and able to handle multiple tasks in a fast paced environment

·         High school diploma is mandatory; college experience is preferred

Supervisory Responsibility

This position does not manage any employees

Work Environment

This job operates in a youth center office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.  This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing on a stool as necessary.

Position Type/Expected Hours of Work
This is a full time position and hours of work and days are Monday through Friday 9:00am to 5:00pm. Occasional evening and weekend work may be required as job duties demand.

Travel

Work may require occasional local and/or overnight travel and weekend and/or evening work.

AAP/EEO Statement

It is, has been, and will continue to be the policy of Madison, to provide equal employment opportunity without regard to race, color, religion, sex, national origin, age, disability, or veteran status.  Further, it is the policy of Madison to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are, in fact, non-discriminatory.  Such affirmative action shall apply to all employment practices, but not limited to hiring, promotion, transfer, recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship and on-the-job training.  Decisions relating to personnel policies and practices shall be made on the basis of an individual’s capacity to perform a particular job and the feasibility of any necessary job accommodation.  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.