What are the responsibilities and job description for the Office Manager position at ULSTER COUNTY S P C A?

Job Description

Benefits :

employee assistance program
longevity bonus
holiday bonus
life insurance
holiday pay
Company parties
Competitive salary
Dental insurance
Employee discounts
Free food & snacks
Free uniforms
Health insurance
Paid time off
Parental leave
Vision insurance

Are you looking for a job where you can truly change lives, have an impact and make a difference every day? The Ulster County SPCA is looking for an organized, enthusiastic team member with a passion for animal welfare and great people skills for our fast-paced animal shelter.

The Office Manager organizes and coordinates the general administrative functions and procedures of the organization, including forms / records / reports management, equipment and supply management, inventory control, safety, human resource management, purchasing and payroll management, IT and facilities maintenance management.

Duties :

Oversee and support the efficient and effective day-to-day administrative operations of the organization, ensuring timely and accurate scheduling and completion of required daily, weekly, monthly and annual administrative requirements and tasks, including areas of OSHA, HR, IT and facilities maintenance.

Manage office supplies inventory, office policies and procedures, office budget and organizational purchasing system

Maintain official records and documents, utilizing varied shelter software, ensuring compliance with federal, state, and local regulations, notably regarding privacy / confidentiality and security

Ensure all reporting requirements are met, including timeliness, completeness, and accuracy in reporting

Maintain and manage office equipment for uninterrupted function, including printers, copiers, telephone systems, etc.

Manage and maintain IT infrastructure, providing general IT support to staff

Establish and maintain a written equipment inventory log for each department

Maintain and manage employee personnel records, address employee HR requests for assistance and provide onboarding processes for new hires and process payroll

Manage all aspects of facilities maintenance, including repair requests, projects management, and contractor coordination and scheduling

Manage fleet vehicle requirements including maintenance schedule and compliance requirements

On occasion, perform receptionist duties : greet visitors, answer and direct phone calls, receive and sort incoming mail and deliveries, and manage outgoing mail

Be prepared to provide on-call support to respond to shelter emergencies as needed

Minimum Qualifications

High school diploma or equivalent required; Associates degree in office administration or related field preferred.

3 or more years of experience in administrative or clerical experience required.

2 or more years of experience in supervision and management

Possess valid, unrestricted drivers license and submission to a background check

Knowledge, Skills and Abilities

Knowledge of leadership and management principles as they relate to non-profit organizations

Extensive knowledge of office management procedures

Knowledge of federal, state and local laws and regulations applicable to non-profit organizations including : employment standards, occupational health and safety, etc.

Hands-on experience with office machines (copiers, printers, computers, phone systems, etc.)

Exceptional organizational, interpersonal, and written and verbal communication skills

Excellent time management skills and ability to multi-task and prioritize work in a fast-paced environment

Attention to detail and problem solving skills

Ability to work independently and collaboratively, and meet deadlines

Reliable and discreet; confidentiality is a must for HR and other sensitive matters the Office Manager will have knowledge of

Proficiency in computer applications, including MS Office, etc.

Required to frequently sit, stand, walk, reach with arms and hands, stoop, kneel and / or crouch. Must be able to regularly lift and / or move 50 pounds.

Constantly moving about the shelter to assist staff in administrative or facility-related tasks.

Daily exposure to animal odors and / or airborne particles.

Provide cover letter with resume and complete all skills questionnaires when applying.

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