What are the responsibilities and job description for the Office Manager position at Family Connection Centers?

Job Title : Office Manager

The information below covers the role requirements, expected candidate experience, and accompanying qualifications.

Reports To : Administrative Manager

Location : San Francisco, CA

Compensation : $32-34 per hour, DOE, plus an excellent benefits package

Classification : Non-exempt, full-time position (40 hours / week)

Schedule : Monday-Friday, 8 : 30am-4 : 30pm, and occasional weekends

Date : October 8, 2024

To Apply : Review full posting. If you match our qualifications and interests, please click "apply now" to submit your cover letter and resume. (An account creation is not required.)

Benefits Package :

100% employer-paid Kaiser Platinum Medical Plan, Vision, Dental, Acupuncture, & Chiropractic
Pays 50% of eligible employee’s children / dependent premium cost
Vacation accrual starts at up to 10 days year one, up to 15 days year two, up to 25 days year six
14 holidays paid time-off including winter week holiday break
Paid sick and bereavement leave
403(b) retirement plan with up to 3% employer contribution
Annual hiring anniversary bonus
Professional development
PLUS : Paid lunch break, medical Flexible Spending Account, Employee Assistance Program, staff appreciation, team building events, and a great work environment

Position Overview :

The Office Manager is a key member of the Family Connections Centers’ (FCC) team. The position is responsible for daily administrative and financial duties and assists with some admissions and facilities tasks as needed. This role requires excellent organization, project management skills, and attention to detail.

About Family Connections Centers :

Family Connections Centers’ (FCC) mission is to provide community-driven, multilingual education and support programs to ensure children and families can thrive. We offer an array of interconnected and participant-driven programs that include early childhood education, family support, and K-5 education. Visit fccenters.org to learn more.

Primary Responsibilities :

Administrative

Order, receive, maintain, and distribute program and facility supplies, and interface with staff regarding orders

Ensure FCC’s facilities and supplies are always accessible and presentable; maintain orderly upkeep of lobbies, office storage, and shared areas; keep bulletin boards and lobbies updated with current outreach materials

Maintain staff meeting schedules, calendar invitations, and prepare and distribute staff meeting minutes

Maintain and improve systems for organization and archiving, and file documents as needed

Provide excellent telephone and in-person customer service

Assist with data entry, ensure consistency and accuracy in data, conduct quality control on data processes, and assist in creating effective data reports

Sort and distribute incoming mail and deliveries, and support outgoing mail needs

Support employee recruitment and onboarding processes, as well as tracking of staff certifications

Assist with the agency’s enrollment processes, including enrollment paperwork, collecting payments, communicating with subsidized agencies, data entry, required reports, and requests for documentation

Provide administrative support to the Executive Director and assist in the coordination of Board of Directors meetings

Support the Operations Director with facilities and IT-related tasks as assigned

Perform other duties as needed or requested by the supervisor

Finance

Responsible for accounts payable, general ledger entry, and bank deposits

Implement purchasing processes, including petty cash, credit card allocation, and check requests

Assist the Finance Director with payroll processing, filing documents, and other financial tasks, as needed

Qualifications :

Bachelor’s degree preferred

Minimum 3 years of work with administrative and bookkeeping / financial duties in a professional office setting

Skilled in Office 365 and the MS Office Suite, typing speed 50 wpm, and proficient with office equipment

Experience with Salesforce, Form Assembly, DocuSign, preferred

Experience with the program subsidized preschool program process, preferred

Bilingual in English and Cantonese or Spanish, strongly preferred

Skills and Knowledge :

Professional ethics of confidentiality, discretion, and good judgment

Strong critical thinking, flexibility, resourcefulness, attention to detail, decision-making, and problem-solving abilities

Excellent verbal, written, and interpersonal communication skills, including listening skills

Ability to manage multiple projects simultaneously while staying on track for individual project details and deadlines

Demonstrated cultural sensitivity, experience working effectively in diverse communities of staff and participants, and knowledge of San Francisco’s diverse community and learning styles

Collaborative and self-directed, with the ability to work well in teams and independently

Keen sense of safety, security, and ergonomics

Stay updated on CPR / First Aid, Mandated Reporter, Pesticide training, Workplace Harassment, and Vaccinations

Lives Scan Clearance, physical health, COVID vaccination, TB clearance, and annual recertification of CPR / First Aid, Mandated Reporter, and Pesticide training are required to be maintained throughout employment

Work Environment :

This position will be based out of our Portola and Excelsior center. This job operates in a professional office environment with Pre-K and Afterschool Programs on site. Work scheduled weekdays, Monday-Friday, with occasional evening / weekend work to support community events. This role routinely uses standard office equipment such as computers, phones, fax machines, photocopiers, and filing cabinets.

Physical Demands :

While performing the duties of this job, the employee is regularly required to talk, hear, walk, stand, bend, kneel, and crouch. The employee must lift and / or move items over 25 pounds and occasionally may require lifting / carrying a child or object up to 50 pounds. This job requires extended periods of time at a computer. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

COVID-19 Vaccination Requirements :

All employees are expected to be fully vaccinated, which includes current / available booster shots based on CDC recommendations. Any candidate unable to be vaccinated due to a sincerely held religious belief or a medical condition will be engaged to determine if reasonable accommodations can be provided.

Family Connections Centers is an equal-opportunity employer and values diversity, inclusion, and respect. We welcome and strongly encourage applicants from all backgrounds. All qualified applicants will receive consideration for employment.

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Salary : $32 - $34

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