Office Manager

Office Manager

The Office Manager is responsible for optimizing office operations. From administrative tasks to financial responsibilities, the Office Manager works to ensure other employees have what they need to succeed. This support position combines responsibilities that cover facilities management, human resources support, inventory management, and participant intakes.

This Office Manager position is located at 1197 Main Street, St. Johnsbury and provides administrative support to the Senior Management team.

Essential Functions:

• Answers and transfers phone calls
• Welcomes and directs visitors upon entry to facility
• Utilizes de-escalation techniques and approaches conversations in a compassionate manner
• Assist the Senior Management Team in daily operations of the facility including communication, scheduling, and administrative projects
• Open the building
• Coordinate the mail for the building
• Oversee office supply inventory, equipment troubleshooting, and vendor coordination
• Maintain a clean and organized workplace and public areas and coordinate signage
• Onboard and manage food shelf volunteers
• Support data entry for the food shelf
• Work as a team member to support colleagues, program and agency as a whole
• Attend and participate in staff, agency, and meetings deemed necessary for job performance

Duties and Responsibilities:

• Maintain and coordinate a building opening and closing routine
• Acting as the office's primary point of contact in receiving and disseminating building information
• Posting and maintaining appropriate signage
• Coordinating all facilities and maintenance requests, repairs and visits with Facilities Department
• Managing the trash schedule, cleaners schedule and water delivery schedules.
• Completing administrative tasks, like completing participant intakes and supporting data entry.
• Assisting other employees, such as helping with building orientation
• Assisting in event planning by contacting outside resources and coordinating use of the conference room
• Regularly monitoring employee and facilities health and safety conditions
• Monitoring, ordering, receiving and stock general office supplies
• Utilizing O365 Microsoft TEAMS, direct calls utilizing call queues and other TEAMS Phone functionality
• Log callers and visitors in accordance with NEKCA policy
• Ensure front lobby and phone line have adequate coverage during business hours to ensure participant and staff safety
• Assist site manager and staff with programmatic tasks as needed

Core Competencies:

• Must have excellent communication and interpersonal skills. Must be able to maintain good relations with participants, other staff, and members of the community.
• Must have knowledge of basic computer skills and record keeping, including spreadsheet applications.
• Proficiency in Microsoft Office products and database management systems.
• This position is considered a mandated reporter.
• Must be responsible, self-motivated, self-initiated, may need to work flexible hours (program dependent)
• Demonstrate positive problem-solving skills in stressful situations.
• Demonstrate the ability to work effectively as part of a team.
• Demonstrate familiarity with, and sensitivity to the challenges faced by low-income individuals, and some knowledge of the community and available resources to address them.
• Maintain confidentiality.
• Complete all required trainings and professional development.

Core Values:

• Demonstrate competency in all five areas of NEKCA's Core Values.
• Empower individuals to recognize and utilize their potential for growth and positive change.
• Build and maintain strong relationships with the local community.
• Involve community members in the organization's initiatives and decision-making processes.
• Uphold ethical standards in all interactions with participants and the community.
• Participate in self-reflection and self-care practices to prevent burnout.
• Adhere to ethical guidelines and professional codes of conduct.
• Maintain participant confidentiality and ensure participant safety.
• Use clear, respectful, and professional language and behavior when communicating with participants, colleagues, and other service providers.
• Demonstrate a genuine understanding of and care for the needs and feelings of participants or service users.
• In person attendance required during scheduled hours as defined by your supervisor.
• Be respectful and sensitive to participants' unique situations and challenges.
• Represent NEKCA in public and advocate for its mission

Working Conditions:

Employees in this position work primarily in an office environment with moderate noise levels and controlled temperature conditions. The work involves sitting for extended periods of time, using a computer and other office equipment, and may require occasional lifting of up to 25 pounds. Position has occasional bending, stooping, or reaching for items. Standing or moving around the office area.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The responsibilities listed in this job description are…