Operations Manager I

Full-time position (40 hrs. per week)

Pay starting at: $31.30 / hr. - $33.80 / hr. (D.O.E).

With COMPETITIVE BENEFITS INCLUDING:

• Generous PTO: Paid Sick Time, Paid Vacation (15 days for F/T Employees), 11.5 Agency Paid Holidays, plus 2 Personal Holidays
• Medical, Dental, Vision, Basic Life/AD&D and Long-Term Disability
• Health Savings Account and Flexible Spending Account
• 403(b) Retirement Plan and Employer Contribution Pension Plan
• Employee Assistance Program

POSITION PURPOSE:

Incumbent is responsible for ensuring the smooth running of the Family Center’s day-to-day operations. This includes assisting with the coordination and support of maintenance and janitorial services, as well as providing support to Administration, Management and programs as needed.

MAJOR DUTIES AND RESPONSIBILITIES:

Upholds and models the CCSWW Mission, Insights, Key Action Steps and Principles of Leadership.

Supervise:

• Family Center Front desk staff, Water Assistance Program staff, and Layette Volunteer.

Training:

• Provide training for new staff in regard to office procedures and paperwork flow; maintenance and/or janitorial duties.

Evaluation and Development:

• Provide annual evaluations for front desk, and Water Assistance Program staff; including identification of professional development as needed.

Office Management:

• Organize office routines and develop office procedures.
• Ensure that all office equipment and phone systems are operational and that any concerns or malfunctions are addressed immediately.
• Ensure the front desk has adequate coverage at all times.
• Coordinate all incoming donations.
• Review and approve the purchase of office supplies and other required items for identified Snohomish County sites (as instructed); follow purchasing policies and protocols.
• Ensure monthly Administrative Updates are completed and distributed on time.
• Coordinate Family Center Functions and Celebrations.
• Provide oversight for Family Center website and any approved social media networks.
• Provide back up at front desk for breaks, lunch, and as needed.

Administrative & Program Support:

• Provide clerical support to Administration, Managers, and programs as needed.
• Provide grant writing assistance and support as needed.
• Provide assistance with editing and/or compiling report data as needed.
• Process incoming Record Requests.
• Coordinate incoming Layette forms for monthly distribution.

Facilities/Maintenance Support & Coordination:

• Work with supervisor to ensure all requests for maintenance work is reviewed, approved and provided within allowed guidelines and that daily janitorial services are provided and meet agency standards.
• Coordinate with Agency leadership on any facility requests involving outside contractors or vendors.

File Management / Quality Improvement (QI):

• Oversees the coordination and completion of the Family Center program file review process.
• Maintain the QI filing cabinet.
• Maintain and organize file archives.
• Coordinate archiving and annual purging of files.
• Ensure agency and program forms (including requested changes/modifications) meet Family Center and Administrative standards.
• Review, compile and aggregate Incident Reports.
• Oversee the completion of the quarterly QI and Risk Management reports.

Electronic Systems:

• Agency IT Support:
• • Act as point person with staff for trouble shooting any IT issues, concerns and needs.
  • Act as main liaison with System Wide IT department to ensure IT issues, concerns and needs are met.

Database Support:

• IRIS: Develop proficiency in maintaining accurate client records in IRIS, the client tracking software application used by programs throughout the agency. Proficiency includes entry of data into the client record, the editing of information as needed, and the printing of reports within IRIS.

Other work-related duties as assigned.

QUALIFICATIONS:

MINIMUM:

• AA in Business or related field PLUS 1 year of increasing professional responsibility in office management/administration OR 3 years relevant experience with Office Administration/Management, Executive Assistant, or equivalent responsibilities.
• 2 years direct supervisory experience.
• Ability to multi-task and work independently and in a team environment.
• Strong knowledge of Microsoft Word, Access and Excel.
• Strong organization and customer service skills.
• Requires time management and interpersonal skills.
• Excellent verbal, written and strong interpersonal skills.
• Strong facilitation and team building skills.
• Ability to counsel others to resolve disputes and mediates conflict.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services and a knowledge of and commitment to working within the Social Teaching of the Catholic Church.
• Support and contribute to a creative, collaborative and respectful environment that promotes Teamwork.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
• Applicant must successfully pass required background clearances prior to an offer of employment.