What are the responsibilities and job description for the Office Manager position at Neighborhood Association?
Title: Office Manager
Location: Bronx, New York
FLSA Classification: Full-time, Non-exempt
Role Summary: The Office Manager will be responsible for organizing and coordinating office operations and procedures in order to ensure effectiveness and efficiency in the daily workflow, within the scoop of the administrative assistance daily office activities. The assistant will perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. Responsibilities may also include tracking purchasing supply and managing the supply room. In addition, staff is encouraged to be crossed trained and have an understanding of job functions within their designated unit.
Primary Job Responsibilities/Duties:
The Office Manager is responsible for, but not limited to:
- Oversee all aspects of general office coordination
- Responsible in maintaining open communication between units via reporting structure
- Maintain confidentiality in all aspects of resident, staff and agency information
- Interact with residents, vendors and visitors
- Answer telephones and transfer to appropriate staff member
- Maintain administrative calendars
- Distribute incoming correspondence, including faxes and email
- Sign for and distribute UPS/FedEx or similarly delivered packages
- Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing
- File and retrieve organizational documents, records and reports
- Provide coverage for other areas as directed/needed
- Reviewing and approving office supply acquisitions, handling customer complaints and inquiries
- Liaising with other groups, agencies, and organizations
- Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
- Contributes to team effort by accomplishing related results as needed
- Responsible for petty cash
Physical Requirements:
- Ability to sit for extended periods and perform repetitive tasks.
- Must be able to lift and carry up to 20 pounds.
- Must be able to travel to multiple NYC sites as needed.
Work Environment / Schedule Requirements:
- Office setting with regular exposure to computer screens and moderate noise levels.
- May be required to work shifts, including evenings or night tours and/or Saturdays, Sundays and holidays with holiday pay differential.
Qualifications:
- Minimum of an Associate Degree or 3 years of experience in related field
- Proficiency in software applications
- Proven ability to work collaboratively well with diverse groups
- Proven ability to handle multiple tasks effectively under pressure
- Strong organizational skills, detail-oriented, and efficient
- Must be able to read, speak, write, and understand English for administrative purposes.
- Must pass drug screening to be appointed.
- This position may be subject to a series of investigations before and after appointment.
Equal Employment Opportunity:
NAICA is an equal opportunity employer committed to maintaining a diverse workforce and inclusive work environment. As such, discrimination in any aspect of hiring or employment based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy, childbirth, and related medical conditions), or other applicable legally protected characteristics is strictly prohibited.
Applicants of all backgrounds and experiences are encouraged to apply. NAICA will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable federal, state, and local laws, rules, and regulations. NAICA also offers reasonable accommodations as required by applicable federal, state, and/or local laws. Applicants seeking an accommodation for any part of the application or interview process should contact Human Resources by sending an email to HumanResources@naicany.org with the Subject “Reasonable Accommodation Request.”
NAICA Offers a competitive benefits package that includes:
- Comprehensive Health, Dental and Vision Benefits for full-time employees
- 403(b) Retirement Savings Plans
- Loan Forgiveness Programs for eligible employees
- Paid Holidays and Vacation
- Paid Time-off
- Vol Life Insurance and AD&D
- Term Life and AD&D insurance
- Long Term Disability
- Employee Assistance Program support (EAP)
- Commuter Benefits Program
- Aflac: Short-Term Disability, CA, Accident and Hospital
- Employee Discount Program
False Statements:
Misrepresentation of your experience, skills, or education, or submission of false/fraudulent information or documentation during the application process may result in the rejection of your application or termination of your employment.
At-Will Employment Disclaimer:
While we sincerely hope to form a long and mutually beneficial relationship, please note that NAICA is an at-will employer. Under these terms, employment is subject to termination at any time, without notice and with or without cause, at the discretion of the organization.
