Office Manager

Role:

Directs and coordinates office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment.

Major Duties and Responsibilities:

1. Be the go-to resource for information in the Hutchinson Administrative Office. At their best, the office manager is the ultimate jack of all trades, the glue that holds the team together.

2. All secretarial duties associated with normal office procedures.

3. Know how to operate a computer, calculator, and all normal office machines. Must have knowledge of Internet software; Inventory software; Order processing systems; Payroll systems; Project Management software; Spreadsheet software and Word Processing software.

4. Collaborate with the Operations Manager to:

a. Update and maintain supply of all API forms for distribution.

b. Compile the statistical information from all centers into various reports.

c. Create and distribute a monthly work and activities calendar.

d. Be trained and conduct UAI & UPR’s as assigned.

e. Assist with all training or community awareness opportunities conducted by API for contract compliance, financial advancement, or program improvement.

f. Supervises central office services such as data entry, database maintenance, correspondence, stenography, reception, duplicating, filing, logging, sorting, message delivery, and supply.

g. Negotiates purchase of office supplies and equipment and supervises receiving and shipping.

h. Issues appropriate purchase requisitions and negotiates contracts for maintenance of office equipment.

i. Supervises maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.

j. Supervises telephone, electronic mail, software applications, and facsimile services.

k. Controls inter-office communication installations and maintenance.

l. Supervise the overall operation of API Meals on Wheels/Friendship Meals Center in accordance with guidelines of the program.

m. Establishes and maintains vendor databases for all office products and services.

n. Monitor, compile and provide input regarding reports and mailing procedures.

5. Collaborate with the Executive Director to:

a. Assist in preparing and distribution of the API Annual report and fiscal year report to Central Plaines Area Agency on Aging and South Central Kansas Area Agency on Aging.

b. Act as the recording secretary for the API Board of Directors.

c. Monitor, compile and provide input for personnel appraisals.

d. Be familiar with government-funded programs, and follow all API, Central Plaines Area Agency on Aging, South Central Kansas Area Agency on Aging and Kansas Department on Aging and Disability Services regulations.

e. Maintain donor databases and assist with marketing and fundraising activities.

6. Arranges transportation and hotel reservations.

7. Assist employees, vendors, clients, or customers by answering questions related to procedures and services.

8. Establish a friendly relationship with elderly people of all social, economic, educational, and social circumstances and to communicate warmth, interest, and acceptance to them.

9. Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness in all aspects of the meal program.

10. Complete all required documentation; submit all reports, orders, and other requested data by deadlines. Assuring accuracy of all information provided.

11. Maintain confidentiality of all information associated with the operation of Aging Projects, Inc, Meals on Wheels/Friendship Meals.

12. Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

13. Managing people – Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback’ Develops subordinates’ skills and encourages growth

14. Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

15. Must be able to synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; and design workflows and procedures.

16. Generate creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.

17. Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully, develops alternative solutions; Uses reason even when dealing with emotional topics.

18. Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

19. Speaks clearly and persuasively in positive or negative situations.

20. Writes clearly and informatively; Edit work for spelling and grammar; Varies writing style to meet needs; Able to read and interpret written information.

21. Look for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

22. Delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities.

23. Must be able to work as a part of a team; balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.

24. Perform other duties as required.

Expectations:

1. Complete 95% of projects on schedule.

2. Strong organizational skills

3. Excellent interpersonal communication skills

4. Must possess a valid Kansas Driver’s License and an insured vehicle for periodic business use.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Knowledge and Skills:

Experience: One year working with the public. One year experience working with senior citizens. Six months supervisory experience preferred. Perform record keeping, ability to calculate figures and amounts. Ability to apply concepts of basic math. Ability to read, write, give, and follow oral and written directions.

Education: High school diploma or GED required. Associate degree preferred or equivalent from two-year college or technical school, addition education or experience preferred.

Physical/Environmental: While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle or feel; reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit, climb, or balance, talk, or hear, and taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. to lift 50 pounds on a regular basis. The Job requires clear vision, distance vision, color and peripheral vision with depth perception and the ability to adjust focus. There is moderate noise in this working environment.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Office: 2 years (Required)

Work Location: In person