OFFICE MANAGER

Office Manager

Classification: Exempt
Reports to:  Senior Director of Support Staff Services
Date: February 2023
 

Each day at Volunteers of America, we strive to exemplify our foundational pillars of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

_____________________________________________________________________________________________

Summary/Objective 

The Office Manager oversees the daily office operations of programs and ensures the facility meets operational standards.

Essential Functions

• Supervise support staff and ensure operations are consistent with agency policies and procedures—track open access, collections, etc.
• Oversees internal documents and ensures compliance (vouchers, timesheets, leave requests, staff development, etc.) to include assignment and completion of new employee orientation if needed. Keep lobby and facility documents updated to include legal signage, evacuation routes in appropriate locations, and service providers posted.
• Manage schedules and timelines—plan and assist with meetings.

• Participate in management team meetings and others as requested.
• Takes notes and distributes minutes of meetings, as applicable.
• Responsible for processing, maintenance, and quality control of office information systems.
• Compile vital information (standard compliance with operations, i.e., safety and facility reports, response team, etc.). Ensure health and safety and SDS books and processes are up to date and completed monthly. Work with the P&G director to ensure monthly/yearly inspections are met and the facility is safe. Ensure office and essential control inventories are complete and updated. Submit work orders for facility needs and ensure work is completed.
• Assume other duties as assigned by the supervisor or Clinic Director.
• Collaborates with others to improve operational efficiencies through technology to streamline processes by automating reports using Microsoft Word and databases using Microsoft Excel.
• Actively participates on work teams and committees utilizing knowledge base to identify and assist with data needs; contributes ideas for improvement.
• Understands and complies with the agency's policies, procedures, ethical standards, and laws and regulations. Is competent regarding CARF standards of accreditation and maintains confidentiality as required.  Completes organizational requirements on a timely basis (i.e., annual in-services, etc.).
• Other job duties as assigned.

Competencies

• Ability to effectively work with a variety of computer software programs, including Microsoft Word, PowerPoint, and Desktop Publishing

• Effective communication skills, both oral and written. Excellent attention to detail and organizational skills

• Successfully interact with clients and team members in a professional manner
• Ability to prioritize and manage multiple tasks concurrently
• Demonstrate independent work initiative and sound judgment
• Successfully manage and give guidance to direct reports
• Analyze and conclude the team's performance
• Present in front of an audience with ease and competency
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

Supervisory Responsibility

This position has direct supervisory responsibilities and may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require lifting files, opening filing cabinets, and bending or standing on a stool as necessary.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.  

Travel

Occasional local and regional travel will be required as needed. 

Required Education, Experience, or Eligibility Qualifications

• High School Diploma or equivalent
• Two years of supervisory experience in an office setting
• Two years of experience overseeing facility operations

Preferred Education and Experience

• Bachelor's degree in a related field

• Three or more years of supervisory experience in an office setting
• Three or more years of experience overseeing facility operations

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.