Office Manager

Under the supervision of the Director, the Office Manager will assist with the day-to-day program operations, providing office management and general secretarial services. This position will include maintenance of administrative and operational records required as part of comprehensive delivery system of the program. May supervise the work of employees and/or volunteers.

Responsibilities:

• Provides administrative support to the Director, utilizing a detailed knowledge of the organization’s operations, procedures and personnel. Handles details of a highly confidential and critical nature.
• Assumes primary responsibility for office management that includes coordination of equipment, furniture and supply needs with five branch offices.
• Coordinates meetings, including scheduling, agenda preparation, board minutes, schedules appointments, manages Director’s calendar and makes travel arrangements.
• Prepares and processes primary contracts and network sub-agreements for Director review and corporate approval, including performance summary, insurance and other certifications.
• Interacts regularly with executives internal and external. Answers and screens phone calls; provides information and referrals.
• Maintains administrative and operational records, including correspondence, contracts, insurance, and grant proposals.
• Maintains master mailing lists for program Board, government sponsors, network subcontractors, legislative offices, employers, schools, and community-based organization.
• Processes all Human Resources requests, including employee changes, new applicant resumes, and performance reviews.
• Supervise staff responsible for purchasing, forms, processing vendor agreements, internship agreements.
• Supervises and evaluates support staff responsible for purchases and inventory of supplies and equipment.
• Responsible for equipment lease and maintenance for all computers, copy machines, fax machines, printers, and typewriters.
• Responsible for postage and mailing services including postage meter maintenance and upgrades.
• Attends Advisory Board, leadership and staff meetings and prepares minutes.
• Organizes and schedules training for staff. Keeps a detailed log of all training staff has attended.
• Assists with special projects, reports, proposals, contracts and performs other duties as necessary.

Qualifications:

• Associate’s degree in secretarial science, administration or business preferred.
• Five to seven years of related experience.
• Principles and practices of organization and administration.
• MS Office software, including Word, Excel, Access and Outlook.
• Knowledge of program services.
• Type at a speed sufficient to meet position requirements.
• Train and direct the work of assigned personnel.
• Effectively communicate in written and oral form with people of various educational and socio-cultural backgrounds.
• Understand and interpret department/program policies and procedures.
• Organize and direct several activities.

Catholic Charities offers a wide range of employee benefits to support the total wellness of its employees. Our competitive package provides the flexibility to select the benefits that best meets the employee’s needs. Benefits are effective the first of the month following 30 days of employment.

• Medical, Dental & Vision
• Life Insurance
• Retirement Plan to include 401a/employer contribution only and 403(b)
• Supplemental Insurance (life, Accident, disability insurance, etc.)
• Flexible Spending Account
• Health Care Spending Account Reimbursement accounts (HAS)
• Vacation days – 12 days per year
• Sick time – 10 days per year
• Short- and Long-Term Disability
• 13 holidays per year for regular f/t & p/t employees
• Public Service Loan Forgiveness
• Cell Phones for those working in Shelters or with Clients outside of the office
• Employee Recognition - Annual Staff Appreciation Day Event
• Free Parking