Office Manager

Office Manager

The responsibilities of the office manager include, but are not limited to opening, routing and responding to correspondence, answering the telephone and routing/taking messages, as well as providing high-level general clerical support to the Regional Director or assigned supervisor.

The office manager is expected to use discretion and independent judgment regarding confidential information and sensitive matters. Secondary duties will include various special projects related to the events and activities in which the organization or Supervisor is involved.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Utilizes computer hardware and software to produce documents in English and Spanish
• Assist in the budget development for the industry or region
• Reads and routes incoming mail, prepares outgoing mail and correspondence, including e-mail and faxes.
• Composes and prepares routine and complex correspondence requiring ability to create merge documents and graphics. Requires above average proficiency of Microsoft Office and other software as assigned.
• Assists in the preparation of budgets and ensures adherence to said budget.
• Reviews and approves office expenses for office in compliance with organizational policy
• Design and implement filing system
• Oversee adherence to office policies and procedures
• Manage internal staff relations
• Develops PowerPoint slides and makes presentations
• Perform, review and analysis of special projects ensuring management is properly informed
• Participate actively in the planning and execution of organization's events including outdoor events
• Arranges conference calls and Web Ex meetings as necessary.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities & transportation, and records and transcribes minutes of meetings as needed
• Knowledge of organizing/membership database and acts as back up to organizing staff when entering data or producing reports
• Ensures office has assigned proper equipment and social media accounts as needed for staff to work according to company standards. Maintain current list and de-activate as needed.
• Collection and filing of new hire paperwork for regional staff
• Orders and maintains supplies, and arranges for equipment maintenance.
• Ensures work space and office environment is sanitary and organized.
• Arranges for volunteers in the office

Supervisory responsibilities include the supervision of any administrative staff, interns or volunteers at the regional office.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or experience includes an Associate's degree (A.

A.) or equivalent from two-year college or technical school; and six or more years of related experience and/or training; or equivalent combination of education and experience.

Language skills include the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Requires ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. This position requires bilingual and/or bi-literate ability (English/Spanish).

Mathematical skills include the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning ability includes the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, licenses, registrations include the ability to type at a rate of not less than 45 Net Words Per Minute (NWPM).

Benefits package includes paid family medical, dental, vision, pension, 401k, 12 paid holidays, 48 hours of sick pay & paid vacations.

Physical demands include the ability to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.

Work environment includes the noise level in this work environment is typically moderate.

COVID
19 Vaccination Requirement includes the UFW seeks to minimize the exposure and transmission of the COVID-19 virus in the workplace by providing occupational safeguards to its staff and…