Office Manager

Job Description

General Description

The Office Manager is key to the management of the daily operations of Kaleidoscope and is responsible for coordinating and maintaining a professional office environment which supports the efficient functioning of all Kaleidoscope team members while working in the office or remotely.

Essential Duties and Responsibilities

Position-Specific

Ensure clean and organized office environment, including appropriate and efficient use of storage rooms.

Oversee the daily opening and closing of the office.

Serve as the day-to-day point-of-contact for Agency vendors including IT, answering service, building engineers, inspectors, office supply, shredding, etc.

Maintain office equipment and furniture inventory tracking, in coordination with Director of HR/Operations and IT consultant.

Manage, inventory and order office and program support supplies.

Manage and process operations/administration-related invoices for payment in accordance with established AP guidelines.

Organize and manage volunteer staff Emergency Response Team, and semi-annual fire and safety drills.

Maintain calendar for internal Agency meetings and serves as the calendar liaison for Agency use of other building meeting and event spaces

Work closely with the Records Manager to maintain storage spaces and ensure that archival processes are in compliance with established policies.

Manage Operations-related onboarding and offboarding processes, including ordering keys and key cards, equipment assignment, office and workspace assignments, etc.

Develop and maintain effective systems and procedures designed to streamline all Operations-related processes.

Assist with meeting room set-up and breakdown.

Manage administrative support requests including office supply and equipment requests, package delivery, etc.

Support agency special events, as needed.

Performs other duties as assigned by the Director of HR/Operations.

Supervisory/Leadership

Lead in the recruitment, screening, hiring, training, supervision and evaluation of the full-time Operations Support Specialist.

Utilize agency clinical philosophy to inform all aspects of office management activities.

Provide on-going feedback and coaching of direct report to ensure that department goals are met.

Review and approve personnel-related documentation for direct report.

Keep the Director of HR/Operations abreast, in real-time, of major office-related matters.

Share information with other Agency leaders to promote an environment of consistency, support and accountability.

All Employees

Supports the agency's mission, vision and values.

Thrives to demonstrate the following core principles to promote the best outcomes for children and families:

Lead by empathy and nonjudgement

Practice Self-Awareness

Name power imbalances and structural limitations

Center youth and caregiver voice and choice

Demonstrate flexibility and resourcefulness

Balance healthy boundaries with authentic relationships

Connect with what drives us

Prioritize self-care

Commit to critical thinking and curiosity

Celebrate strengths and successes

Demonstrates sensitivity to cultural and socioeconomic characteristics of children and families impacted by abuse and neglect.

Actively participates in the agency's quality improvement process.

Establishes and maintains appropriate professional boundaries.

Understands and abides by agency's policies and procedures.

Effectively utilizes supervision and provides supervisor with critical information.

Attends and participates in professional development opportunities relevant to position.

Adheres to assigned schedule and notifies supervisor of changes for approval.

Utilizes Microsoft Outlook Calendar to accurately reflect planned daily schedule and changes.

Work Environment

This employee operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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.

The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds. Must be able to move file boxes and operate a motor vehicle.

Expected Hours of Work

The Office Manager is expected to work 40 hours per week Monday through Friday and be on-call after hours to address operations-related emergencies. A work week is defined as Sunday to Saturday.

Travel

Occasional travel may be needed to attend meetings, events, trainings or seminars outside of the office.

Educational Requirements/General Qualifications

Minimum Degree Required: High School Diploma

Degree Preferred: Bachelor's degree

Minimum Years of Experience: 3 years of office management or senior-level administrative experience.

Information Technology Skills Required: Microsoft Office Proficiency

Other Requirements:

Excellent organizational, oral communication and time management skills

Full time use of minimally insured operating automobile and valid driver's license

Must pass a satisfactory Motor Vehicle Report (MVR).

Compensation and Benefits

Base salary range: $49,710 - $67,710

Benefits: Comprehensive health insurance, 26 PTO days, 11 paid holidays, 2 paid Self-care days, employee birthday paid off day, Hybrid work option, and staff events throughout the year.

Our contract requires background checks that include: criminal, education, and motor vehicle.

Job Posted by ApplicantPro

Full-time