What are the responsibilities and job description for the Office Manager position at Northwest Family Services?
Oversee the daily operations of the Main Office.
What You’ll be Doing
· Office management
·· Supervise the Receptionist.
· Provide back up for the Receptionist, when needed.
· Oversee catering and room reservations for meetings and events.
· Coordinate internal events such as community builders and monthly staff birthday activities.
· Take the lead on occasional third-party opportunities for staff and participants such as free Trail Blazers tickets.
· Proactively be the point person for maintenance, mailing, shipping, supplies, equipment, and errands.
o Responsible for inventory management of the workroom and office supplies. This includes tracking and ordering supplies as needed and making sure the postage machine is working properly and has sufficient funds.
o Coordinate with IT and the Operations Director on office maintenance activities.
o Ensure that the facility (inside and out) remains organized and tidy and meets safety requirements. This includes eliminating trip hazards, maintaining clear passageways, etc.
· Provide support to the Executive Team.
o Attend and take minutes at quarterly Board of Directors meetings.
o Prepare the Board meeting packet for distribution.
o Support other requests from the Executive Team as the need arises.
· Provide program support.
o Prepare SymptoProTM client packets and enter SymptoProTM data into the tracking database.
o Manage Food Matters, the internal food pantry. This includes receiving and shelving weekly shipments and regularly removing items that are no longer usable as well as maintaining logs of temperature checks, distributions, and required staff trainings. Also, provide order recommendations to the Gladstone Food Pantry Manager.
· Assist with staff travel arrangements upon request.
· Provide support to the Administrative Team.
o Receive, process, and track credit card purchase requests. This includes accurately documenting the purchase and receipt of each request, purchasing the item(s), and tracking both the credit card use and order status.
o Process client hotel stays. This includes scanning and sending authorization forms, making payments by phone, requesting guest folios/ receipts and working with staff members as needed.
o Reconcile the monthly credit card statement according to the stated schedule. This includes collecting and organizing receipts and other documentation and then submitting them to Accounts Payable by the established deadline.
· Communicate company policy changes as needed.
· Regular attendance is required.
· Other duties as required.
What You’ll Need
· A high school diploma or equivalent.
· Bilingual, English / Spanish is preferred but not required.
· A minimum of 2 years of administrative experience.
Diversity Statement
Northwest Family Services, through our mission, practices and the services we offer, are committed to the belief that all people deserve dignity and respect. As we serve our communities, we will continue to work together to listen, to learn, and to act to overcome historic values and structures that have led to discrimination and inequities.
We are committed to creating a culture of belonging, where all staff are valued and given opportunity to grow and succeed equitably. We do not discriminate on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, primary language, ethnic background or socioeconomic status. NWFS pursues policies, strategies, and programs which promote diversity, inclusion, and equity in our daily work. We seek staff who share our vision and commitment to our communities.
Supplemental Information
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment.
Job Type: Full-time
Pay: $4,589.00 - $5,000.00 per month
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: Hybrid remote in Portland, OR 97222
Salary : $4,589 - $5,000
