Office Manager

Job Brief: An office manager works closely with internal operations of a department and is responsible for supporting and guiding employees in the office environment. Office managers know the goals of ACES and the given department. They must ensure that all of the work performed by employees meets program or school guidelines, goals and standards. Office managers may delegate tasks, assignments and projects to employees working in a specific department. In addition, office managers must also adhere to budgets set by the finance department and meet scheduled deadlines. This includes clerical responsibilities, completing financial processes, communicating forwardly with the team and administrators and maintaining confidentiality of sensitive information.

Duties and Responsibilities:

• Performs general office administrative duties such as correspondence, coordination of staff availability, vacation scheduling, invoice processing, revenue tracking, employee purchases.
• Maintains adequate supplies for the office and coordinates purchase orders and processes
• Answers phones, directs calls to correct personnel and ensures appropriate disposition of messages
• Completes time and attendance processes for unit or program.
• Coordinates schedules and meetings as directed by supervisor.
• Maintains necessary equipment and reports problems to the correct departments.
• Presents available services to community contacts and potential clients.
• Coordinates and prepares needed correspondence to stakeholders and staff.
• Completes office tasks such as filing, answering phones, distributing mail, etc.
• Wears attire commensurate with the setting in keeping with dress code
• Exhibits punctuality and professionalism
• Maintains confidentiality when dealing with sensitive information
• Data entry and database management
• Other duties as assigned by the program administration
• Interact in a positive and professional manner with students and colleagues
• Participates in assigned trainings and staff development opportunities
• Represents ACES in a positive manner through personal conduct, attendance, and completion of assigned duties.

Knowledge/Skills:

• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. This includes information management systems established by the agency or department
• Assist with billing, budget management, generating program related reports and data management
• Training and Technical Assistance
• Strong organizational skills
• ACES policies and procedures, inclusive of assigned program specific policies and proceduresStrong work ethic with a positive and courteous approach
• Excellent interpersonal and problem-solving skills.

Ability to:

• Demonstrate sound decision-making and judgement
• Plan, implement, and carry out tasks effectively.
• Organization of spaces, materials, equipment and personnel for effective completion of work.
• Functioning as part of a team and manage tasks independently
• Self-learn and quickly analyze operational issues with complex networks.
• Participate in activities for self-growth, evaluation, and on-going learning.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

ACES Anti-Discrimination Statement: ACES is an equal opportunity employer. We strive to create an inclusive and welcoming environment that does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, genetic information or any other protected class. We are committed to providing equal opportunity to all employees and fostering a work environment that is free from prejudice and bias.

Privacy: Complies with legal regulations (HIPAA, FERPA, GDPR, State Laws, etc.), implemented privacy and security frameworks, and the organization’s policies and procedures.

• Bachelors degree or equivalent 3-5 years of experience in office administration