What are the responsibilities and job description for the Office Manager position at New England Village Inc.?
New England Village
Job Title: Office Manager
Hours: Monday through Friday 9am-3pm (30 hours)
Location: Kingston, MA
*This position is anticipated to start May 1st*
Summary of Position: The Office Manager of the Efron Center for Enrichment performs a variety of primary administrative tasks related to billing, purchasing, and general office management.
Responsibilities:
- Utilize the Office Manager Manual to ensure timely and regular completion of Office Manager tasks; update the manual as needed to reflect current job tasks, functions, procedures, etc.
- Compile accurate attendance records with input from multiple sources (van attendance, sign in book, emails/voicemails, etc.)
- Compile the daily attendance into a Service Delivery Report; competency with analyzing and editing Excel formulas is critical.
- Submit approved Service Delivery Reports to the Business Office.
- Maintain the attendance records
- Greet visitors and ensure they sign in and out.
- Assist with Member arrival and dismissal.
- Distribute and manage inter-office mail, maintain the mailroom and supply closet in an organized fashion.
- Answer and route phone calls, and transfer voicemail messages.
- Inventory Janitorial, Office, and other Program Supplies weekly and place orders as needed with approved vendors.
- Complete end-of-month/beginning-of-month tasks including but not limited to printing medication and behavior data sheets for the next month, providing the Administrative Staff and Nursing with an updated Report Schedule, completing monthly Expense Reports, final billing for the month, creation of the next month’s Service Delivery Report workbook, input from the behavior data sheets into the behavior graph workbooks.
- Monitor and track program spending on the Program credit card, and track spending on the Director’s credit card. Provide a weekly accounting of credit card balances to the Administrative Team.
- Maintain paper records of spending on the Member Credit card and enter all spending and deposits in Quicken.
- Process invoices by assigning GL codes for all goods and services, pair invoices with associated packing slips, obtain Director signature, and submit invoices to the Business Office.
- Maintain staff training records when new training certificates are made available.
- Monitor Consultant license and insurance expiration dates and request updates from the consultants as needed.
- Assist in the maintenance of the Safety Binder, particularly the Consultant and the Inspections sections.
- Submit IT support requests by email.
- Maintain the Physician’s Authorization chart with available information and post in the Fitness room (Move and Groove).
- Complete the Safety Care Refresher course yearly prior to the expiration date; complete the First Aid/CPR/AED course bi-annually.
- Print and distribute “News-2-You” weekly.
Knowledge and experience required:
- High School Diploma or equivalent with a minimum of one year prior office/administrative experience.
- Must be proficient using the Microsoft Office Suite; candidate must be well-versed in the use of Excel formulas including troubleshooting formula errors, workbook creation and maintenance using best practices to be able to sort and analyze data, conditional formatting, creation of drop-down menus using Data Validation.
- Strong verbal and written communication skills.
- Ability to work independently and with a team
- Must possess a positive attitude and friendly demeanor
- Valid drivers’ license, with positive driving record
Why work here?
Do work that matters. Make a difference in the world. We offer training!
NEV values its employees and offers a comprehensive and generous benefit package that includes:
- 403b with company match
- Health, Vision, Dental with generous contribution toward medical insurance premiums
- Flexible Savings Account and HRA
- Employer Paid Life, AD&D, and LTD
- Tuition Remission Program and Tuition Reimbursement program
- Free on-site gym with pool, free wellness classes (yoga, Zumba, and more!)
- Generous Paid Time Off for work-life balance
