Office Manager

The Office Manager is responsible for the organization and maintenance of all office operations and procedures while supporting the staff administration. This position requires attention to detail, time management skills, appreciation of a fast-paced team, multi-tasking, and enjoyment of creating and maintaining a pleasant work environment.

The Office Manager will work directly under the supervision of the Senior Operations Director. Responsibilities include all aspects of weekly operations, document preparations, staff administrative support, office maintenance, working with bookkeeper during monthly RFR submissions, accounts payable and receivable. The Office Manager is the first point of contact for all administrative things and oversees making sure that everyone feels welcome, so an upbeat and friendly disposition is required. The ability to work on many tasks simultaneously and maintain focus and work quality is crucial. The ability to move quickly from one work topic to another is a requirement for this position.

As our work is about making bold and lasting positive changes on sensitive issues and human rights advocacy the ideal candidate will passionately care about these issues. Confidentiality is a MUST for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities during scheduled hours include the following:

• Supports Signs of HOPE in the agency's overall mission of providing hope, help, and healing to those affected by sexual violence and exploitation.
• Oversees all aspects of administrative support.
• Performs clerical duties including copying, faxing, mailing, and filing.
• Maintains electronic filing systems, and files, and retrieves organizational documents, records, and reports.
• Maintains confidentiality in all aspects of client, staff, and agency interaction and document processing.
• Coordinates and maintains records for employees and agency-owned property issued to employees including telephones, keys, computers, etc.
• Maintains office calendar to coordinate workflow and meetings.
• Maintains conference room schedule and ensures room is set up and ready for use as needed.
• Sorts and distributes incoming correspondence (including mail and email).
• Works closely with Human Resources.
• Works closely with Accounting Team to assist with monthly RFR submission.
• Prepares responses to correspondence such as writing and editing emails, drafting memos, and preparing communication on the CEO's behalf.
• Sets up and coordinates meetings and/or conferences.
• Attends leadership and other meetings as requested to record minutes.
• Compiles, transcribes, and distributes minutes of meetings.
• Oversees ordering and organization of office supplies.
• Assists with development of the administrative budget.
• Handles all agency accounts payable and receivable.
• Assists in special events, such as fundraising activities.
• Performs other duties as requested.

• Be highly knowledgeable of Signs of HOPE's goals, program model, culture, and key stakeholders.
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES:

No direct reports.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data;
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Uses reason even when dealing with emotional topics.
• Knowledge of Poly victimization issues, dynamics of grooming and abuse/power dynamics

Interpersonal

• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral and Written Communication - Able to communicate and understand written materials fluently in English; Responds well to questions; Participates in meetings. Is an excellent spokesperson and representative for the organization to the community; Asks supervisors and/or other approved subject matter experts for assistance when necessary; Puts out excellent and error free written work product; Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Communicates clearly with office based advocates to assure optimum service and responsiveness to clients; Gives and welcomes feedback.

Self-Management

• Planning/Organizing - Uses time efficiently; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Dependability - Consistently responds to calls immediately and responds to the hospital in a timely manner; Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Innovation - Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' interest.

QUALIFICATIONS:

• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
• Skilled in using various office software, systems, and equipment (including Microsoft Word and Excel) and copy machines, scanners, etc.
• Ability to work independently with minimal supervision and prioritize multiple tasks and projects simultaneously. Ability to manage time effectively.
• Ability to handle and maintain confidential information discretely and diplomatically.
• Must be able to read, write, and speak English and possess excellent verbal and written communication skills including basic editing, proofreading, grammar, spelling, and punctuation.
• Must possess an excellent attention to detail and accuracy.
• Must be flexible and adaptable with strong interpersonal and customer service skills. Must excel in a team environment.

• Positive attitude with customer service orientation and willingness to "roll up shirtsleeves" to get the work done.
• Demonstrated enthusiasm and commitment to Signs of Hope's mission and core values.
• Knowledge of QuickBooks or other accounting software

EDUCATION AND/OR EXPERIENCE:

• Employment is contingent upon (1) a satisfactory FBI background report and (2) the passage of a pre-employment drug screening.
• Bachelor's Degree (B. A.) in Business, Public Administration, Human Services or Hospitality from four-year College or university; or related field or equivalent experience and/or training; or equivalent combination of education and experience. At least three years of experience in an administrative or clerical position with responsibility for general office work and procedures.
• Prior experience working for a nonprofit organization preferred.
• Valid driver license.

COMPENSATION:

$21-$22 per hour

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, stand, and sit; reach with hands/arms and talk/hear.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level and lighting in the work environment is usually moderate.

Location: Enterprise, NV, US

Posted Date: 11/22/2024