Office Manager

Office Manager

The Office Manager position will provide administrative support to the office and staff. Performs a variety of secretarial duties, administrative tasks, statistical reporting, coordinates volunteers, property use and upkeep.

General Office

• Provide receptionist services. Directs calls or provides information to callers. Receives clients and directs to proper individual
• Receive incoming mail. Reads/reviews/answers or routes to proper individual. Prepare outgoing mail
• Using word processor; type correspondence, reports, forms, and other documents independently or from notes, or general instruction from supervisor. Proofreads material and corrects grammar, spelling, or word usage.
• Compose and types of routine correspondence
• Compiles statistics for Corps and add on Turbo Program.
• Arrange, prepare, distribute and take minutes and agendas for staff and advisory board meetings with CO approval of final layout
• Maintain a variety of subjects and operational records
• Make copies of correspondence or other printed matter, using copying/scanning equipment
• File correspondence and other records which may include confidential materials
• Schedule appointments. Attend community meetings as requested or assigned
• Prepare orders for Corps supplies and equipment as requested
• Create and maintain records, lists, and electronic databases
• Supervise and direct volunteers to various programs
• Serves as Corps representative with community service network agencies, as directed by Corps Officer and in coordination with in-house Social Service office
• Encourage a positive work environment by conducting oneself in a manner that fosters healthy relationships with co-workers, supervisors, and visitors
• Comply with all organization and Corps-specific policies and procedures

Seasonal Programs

• Assist in the completion and submission of Youth and Camp Corps reporting to Divisional Headquarters
• Provide information to the public regarding Youth and Camp programs
• Assist with the transportation of individuals as necessary
• Participate with assignments for seasonal (Christmas, Thanksgiving, etc.) or other programs

Property Rental and Upkeep

• Manage rental contract documents
• Record and deposit all rental income
• Coordinate building opening and closing with CO and staff
• Schedule Property Rental in coordination with the CO
• Maintain property inventory, maintenance schedules and schedules of use to include vehicle logs for maintenance and operator fleet use
• Maintain Property Keyholder lists and all Code lists for WEX fleet cards

Human Resources

• Assist with personnel administration
• Assist management and employees with personnel/benefits related matters
• Safe From Harm train and certify new employees

Accounting

• Perform all banking transactions according to policies and procedures
• Record incoming donations, provide receipts, Sunday contributions, and event income; bank all funds 3 or more times weekly, scan receipts and send to CAC at DHQ
• Scan Thrift Store receipts and send to CAC at DHQ
• Scan all incoming bills/after CO review and approval, send to CAC
• Scan all incoming checks through the CDS remote system

Education:

High School diploma or equivalent; post-secondary degree/certification preferred

Experience:

Minimum two years' related experience

Certifications/Licenses:
None

Skills/Abilities:

• Highly effective organizational, interpersonal, and conversational skills
• Ability to maintain confidentiality of information
• Attention to detail
• Decision-making and problem-solving skills
• Ability to perform with limited supervision. Demonstrates initiative
• Ability to communicate effectively verbally and in writing
• Ability to maintain positive relationships with Officers, staff, volunteers, community influencers, Advisory Board members, Corps members, and prospective donors
• Ability to utilize Microsoft Office and virtual meeting software
• Ability to operate basic office equipment including but not limited to telephone, computer, copier, fax, and scanning equipment
• Must be willing to support The Salvation Army mission

Supervisory Responsibility:
Volunteers, SER workers, and Community Service Workers.

Physical Requirements:

Include speaking, hearing and vision ability; manual dexterity; lifting, pulling and pushing materials up to 25 pounds; bending, squatting, and walking; sitting for extended periods of time; standing for extended periods of time. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Travel:
Local and required seminars or…