What are the responsibilities and job description for the Office Manager position at The Mental Health Association of Westchester Inc.?

Job Title : OFFICE MANAGER

Task Supervisor : Director of Facilities

Supports : Chief Programs Officer

Location : Valley Cottage, NY

Hours Per Week : 35 hours (Full time, 5 days per week)

FLSA Classification : Non-Exempt

Annual Salary Range : $50K to $55K

Summary Description :

We are Greater Mental Health of New York , the leading non-profit agency in New York State dedicated exclusively to promoting the mental and emotional well-being of individuals throughout Westchester, Rockland counties and beyond.

Our wide array of mental health and substance use treatment services support people of all ages as they navigate their unique journeys, with the goal of providing the care that is right for each individual and their goals. Through our robust direct care services, as well as our advocacy efforts and community education opportunities, Greater Mental Health is able to meet the needs of thousands of individuals and families each year, helping them live independent lives in the community.

We are seeking a resourceful, skilled, personable and professional Office Manager with demonstrated experience overseeing daily administrative operations and efficiently managing a busy office.

In addition to office management duties, this individual will support the Chief Programs Officer

The Office Manager will work closely with Director of Facilities to ensure smooth operations and office oversight. The Office Manager is responsible for the administrative and operational aspects of the office.

In this role you will foster positive communication and interaction with all clients, guests and team members, creating a welcoming, positive, and non-discriminatory environment.

Key Responsibilities include but are not limited to :

Serve as primary contact for all external constituents in person, over the phone, and via email.
Office Facilities Management : Oversee the maintenance and operation of the office, ensuring the workspace remains functional, clean, and well-stocked.
Oversee maintenance of office facilities and liaise with building management.
Manage weekly inventory of office, branded, and kitchen supplies, etc.
Handling the central telephone system including ensuring smooth and efficient communication, which includes answering calls professionally, managing incoming and outgoing calls, and potentially troubleshooting minor technical issues
Organizing and sorting internal and outgoing mail.
Coordination and booking of conference rooms / community spaces.
Serve as liaison for the Finance, Information Technology and Human Resources divisions.
Administrative Support : Handle internal administrative tasks such as managing correspondence, scheduling, and providing support to Chief Programs Officer.
Calendar management.
Travel organization.
Environmental and Safety Management : Ensure that office cleanliness and environmental standards are maintained (cleaning services provided by external vendor), including overseeing safety protocols and collaborating with relevant service providers for upkeep.
Event Management : Plan and coordinate in-house / off-site events, and logistics for special site visits / meetings with a keen focus on promoting a welcoming office culture and excellent experience.
Any other duties needed to help drive our vision, fulfill our mission, and abide by our organization's values.

Key Competencies :

Skills : Professional demeanor, proactive problem-solving skills, critical thinking, ability to handle sensitive information, high attention to detail, excellent organizational skills, and the ability to work on multiple projects with tight deadlines.

Effective communicator and adept active listener.

Demonstrated sound judgment, integrity, and the ability to practice active listening with sensitivity to others.

Must possess a sense of urgency, take initiative, be a self-starter, and be comfortable working independently.

Ability to maintain a calm, professional demeanor in the face of competing demands and external pressures.

Strong time management skills; ability to manage multiple tasks at the same time and meet tight deadlines.

Ability to work cross-functionally with all levels of employees and management.

Demonstrated commitment to diversity, equity, inclusion, and cultural humility.

Consistently achieves accuracy and thoroughness when completing a task

Initiative, resourcefulness, flexibility, intellectual curiosity, and a positive sense of humor.

Key Performance Indicators (KPIs) :

Employee and client satisfaction.

Operational efficiency; maintain a functional office environment.

Communication effectiveness.

Task completion accuracy.

Cost management.

Office maintenance standards.

Timely issue resolution.

Requirements :

Associate or Bachelor's degree required, specifically on Administration or business-related field.

Minimum of 5 years of office management / administration experience in a fast-paced environment.

Fluency in English (Reading, Writing, Speaking).

Bilingual skills : English and Spanish, Creole and / or American Sign Language strongly preferred.

Professional experience within a nonprofit setting.

Professional experience within a behavioral health environment strongly preferred.

Must be and maintain clearance by applicable regulatory clearances as required :

Must be cleared NYS Justice Center through fingerprinting for a Criminal History Records search.

Must be and maintain clearance by the DCJS New York State Sex Offender Registry.

Must be cleared by the Justice Center for the Protection of People with Special Needs Staff Exclusion List (SEL) and the New York State Medicaid Exclusion List.

Must be cleared by the NYS Office of Children and Family Services (OCFS) for instances of child abuse and / or neglect.

Proficiency in Microsoft Office Suite and database management systems.

Strong computer knowledge : typing, communication tools, scheduling tools and web browsers.

Eligible to work in the United States without sponsorship.

Special Considerations :

Work schedule :

100% onsite, 5 days per week.

Hours per week, reporting structure, and location are subject to change per organizational needs.

Projected start date : Monday, April 14, 2025.

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.

The application deadline is Friday, March 14, 2025

Salary : $50,000 - $55,000

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