Office & Guest Services Manager

Job Description

TITLE: Office & Guest Services Manager

JOB CLASSIFICATION Non-Exempt, Full time / 30-32 hours

DEPARTMENT: Youth Services Division, CSS Montgomery County Family Service Center

REPORTS TO: Director of Programs and Director of Operations

Summary

Develops, maintains and ensure efficient, productive, and professional clerical, fiscal and maintenance operations that support all staff, programs and services of Montgomery County Family Service Center.

Administrative Tasks

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Scheduling appointments and meetings
• Managing calendars and coordinating schedules
• Handling incoming calls and emails
• Overseeing guest visits, references and financial requests
• Maintaining digital and paper filing systems and document management
• Ordering office supplies and managing inventory
• Processing invoices and expense reports
• Coordinating travel arrangements
• Developing and implementing general office procedures/SOPs
• Tracking phone calls and voice messages, initiating call-backs, communicating calls directly or through email communications
• Ensuring that new hire paperwork is distributed, completed, filed and returned to HR
• Donor acknowledgements
• Overseeing the ongoing completion, downtown submission and up to date on-site & digital record keeping for staff and volunteer clearances and training,
• Supervising office volunteers as well as Maturity Works senior workers, and their time sheets
• Assisting with event planning such as baby showers, Mother’s Day, Easter, volunteer appreciation, staff luncheons, birthday celebrations, Summer Socials, and staff and volunteer Christmas parties
• Assisting guests and Directors as needed and assigned
  
  

Team Infrastructure Management

• Overseeing office volunteer staff and delegating tasks
• Managing employee time and attendance
• Providing administrative support to team members
• Scheduling staff training development, team events (Active Shooter, CPR, De-escalation, Narcan, AED, Trauma Informed Care, and Opioid training)
  
  

Facilities Management

• Maintaining office space and cleanliness
• Coordinating repairs and maintenance with vendors
• Managing office layout and space planning
• Conduct and document monthly fire drills & safety checks, and submit those reports to the main office quarterly
  
  

Communication And Coordination

• Communicating company policies and updates to staff
• Managing internal and external communication channels
• Coordinating with other departments within the organization
• Coordinating food home delivery, including weekly guest confirmations, driver scheduling, order entry and monthly calendar
  
  

Budgeting And Financial Management

• Reviewing invoices and processing billing/donations
• Tracking, recording, reporting, filing, and transmitting all fiscal activities (e.g. accounts payable, accounts receivable, material assistance request, petty cash, travel expenses, check requests, payroll, appropriation requests, etc.) to CSS financial department.
  
  

Compliance And Safety

• Enforcing health and safety regulations
• Ensuring data privacy compliance
  
  

Required Skills For An Office Manager

• Comprehensive knowledge of Office 365 and Word, Excel and PowerPoint programs
• Excellent organizational and time management skills
• Strong communication and interpersonal skills
• Attention to detail and accuracy
• Ability to multitask and prioritize tasks
• Leadership and problem-solving abilities
• Knowledge of administrative procedures and best practices
• Knowledge of and orientation to the philosophy of the Agency as presented in the Mission
• Ability to work independently with minimal supervision
• Bilingual Spanish/English fluency preferred
• Driver’s license and own transportation/Ability to acclimate to changing tasks/priorities.
• Ability to establish and maintain a positive and professional relationship with co-workers, guests, and visitors; cultural sensitivity and ability to relate well and effectively in a diverse workplace and with a diverse guest population.
• Flexibility with priorities as community and operational needs evolve
  
  

Qualifications And Application Protocols

• HS grad, college preferred
• Only candidates who submit a non-AI generated cover letter will be considered.
  
  

Cover letters must be submitted with your resume and application.