Office Manager

GENERAL PURPOSE

Under the administrative supervision of the Regional Director, this position is responsible for overseeing daily administrative operations of the program he/she is assigned to, providing administrative support to the Regional Director and Program Director, providing mentoring and training to other Office Managers throughout the organization as requested, and ensuring excellent customer service for internal and external stakeholders.

DISTINGUISHING CHARACTERISTICS

This is an at-will leadership position within a program. Additionally, this position is responsible for the day-to-day supervision of assigned staff who perform the established duties of the program.

ESSENTIAL DUTIES AND RESPONSIBILITIES – (ILLUSTRATIVE ONLY)

The duties listed below are intended only as illustrations of the various types of work that could be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class

• Provides supervision for all administrative activities at the assigned program including but not limited to: oversight of all reception activities; management of all conference room and meeting space calendars; inventory control and office supply ordering; training staff in use of office systems, equipment, computer applications; troubleshooting computer and network issues in the program and setting up ticket with IT department for repair if unable to resolve the issue.
• Serves as key liaison between Regional Director and Program Director and key internal and external partners, clients, institutions and other stakeholders, providing excellent customer service.
• Oversees preparation, review and dissemination of a variety reports for submission both within the program and to the county and other entities.
• Prepares and reviews documents for and on behalf of the Regional Director and Program Director as assigned.
• Drafts and manages correspondence and files for Program Leadership.
• Keeps minutes for meetings as requested; transcribes minutes from recorded meetings and provides timely dissemination to stakeholders.
• Conducts research for leadership and may make recommendations for action.
• Serves as member of leadership team and leadership committees on special assignments.
• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events.
• Maintains complex filing systems and databases and directly or through delegation, develops logical, clear electronic filing systems and maintains documentation for easy retrieval by program leadership.
• Provides individual mentoring to Office Managers from other programs and assists them with the development of appropriate systems and guidelines to support the efficient functioning of other programs.
• Provides written documentation of mentoring support provided to both the individual being mentored and his/her direct supervisor.
• Adheres to and upholds the policies and procedures of Turning Point Community Programs, including maintenance of any guideline and/or procedural information.
• Attends all staff meetings unless approval for non-attendance is secured by the Regional Director.

MINIMUM QUALIFICATIONS AND CERTIFICATIONS & LICENSES

Education, Training and Experience

A typical way of obtaining the knowledge, skills and abilities outlined above is through graduation from an accredited college with a bachelor’s degree in business or a related field; four (4) years of experience of clerical or other administrative experience in a variety of capacities, with at least five (5) years of administrative supervisory experience.

Licenses; Certificates; Special Requirements:

• California driver’s license & current vehicle insurance/registration if driving; and,
• Reliable means of transportation capable of passing vehicle safety inspection if more than five years old excluding all modes of two-wheeled transport inclusive of bicycles, mopeds and motorcycles

Schedule: Monday – Friday, 8:30 am - 5:00 pm