USE Office Manager

Our company is looking to hire an office manager to be responsible for the general operation of our office. Duties will involve greeting visitors, answering incoming phone calls, purchasing office supplies and taking proper inventory, and supervising our office staff to ensure maximum productivity. You will also be required to create presentations and produce management-level reports.
This is a local position. Selected candidate MUST live in Erie County, New York. Preferably Buffalo or surrounding areas. This position is NOT remote.

To be a successful hire, you will need to have prior experience in office administration. You will also need to be proficient in Microsoft Office applications such as Word and Excel. A bachelor's degree is required.

• Answer incoming calls and emails and facilitate appropriate team members.
• Coordinate and schedule meetings for staff.
• Collaborate with Housing Advocate, Case Manager, and Resident Aide serving as backup, particularly administrative support in case management.
• Retrieve, sort, and distribute mail, including travel to Post Office, scanning of documents, and storing of digital and physical files.
• Assist client intake; responsible for ensuring all incoming/outgoing communications and information is accurate and logged, and all documents received (as needed).
• Assist customers with document scanning and uploading their documents (if needed).
• Assist both Shelter and Apartment Teams with special projects, as needed.

• Provide administrative support to the Shelter Team and the Apartment Management Team, including physical and digital file management, data entry, and customer triage.
• Bookkeeping for all expenses and invoicing various funding entities, tracking revenue and expenditure.
• Recording and documenting all receipts, bills, and client paperwork to ensure timely invoicing and reimbursement.
• Maintain up-to-date customer files & complete data entry for reporting in accounting programs, including MS Excel, Google Sheets, Wave App, and other databases.

• Respond to telephone/email/mail/in person inquiries about products and services. Provide routine information about the Shelter and Apartments to members of the public contacting our office requesting general information.
• Serve as first line of billing and revenue activities, preparing notices of outstanding invoices, making weekly, monthly reports for Program Director and Executive Director. Conducting necessary phone calls and email communications to vendors and funders to ensure financial operational accuracy.
• Process and complete all necessary paperwork related to client data for agency records.
• Organize and maintain accurate files in conjunction with Housing Advocate and Case Manager of client information and program services delivery. Setting up files, including creating file labels, and updating file labels and indexes.
• Assist in assuring completeness and accuracy of documentation of intakes, case notes, client interactions, and any other client-related data on a timely basis. As well as assisting in the preparation of reports using the collected data.
• Assist in the scheduling and coordination of client appointments and Office calendar management.
• Assist with the development of marketing materials and marketing of the services, including sending letters, brochures, and other materials, digital and physical.
• Assist with volunteer, intern, and non-employee members of our staff/team management; serving as a POC to facilitate directives and duties assigned.
• Type reports, memos, correspondence, etc. and proofread them for grammatical and typographical errors.
• Monitor and serve as POC for procurement agent of agency of office supplies, food pantry, clothing pantry and other needs.
• Manage food pantry and clothing pantry inventory and database with the assistance of Program Coordinator.
• Operate standard office machines, including computers, copier, fax machines, and postage machines.
• Assist in planning, scheduling, preparing for, and coordinating community events.

• Represent My Place Home for the Homeless, Inc. in a manner that will foster the best possible relationships with potential customers, community partners, and other external stakeholders.
• Manage data quality for new and prospective clients; responsible for ensuring all communications and information is accurate and logged, and all documents received.
• Accomplishes all…