Office Manager (Port Chester Corps/Community Center)

Overview

The office administrator will serve in a critical support role to the corps officers, coordinator and organize the schedule of workers, supervise the job and responsibilities of the staff under her commander and keep the corps office updated at all levels of work. will be responsible for the corps operation when the corps office is not in.

Responsibilities

Essential duties and responsibilities:

To communicate clearly with corps officers and perform these and other duties as required.

Dress appropriately for the office environment

Answer and direct all calls professionally and correctly

Check voicemail and emails daily and return/ forward correspondence promptly

Manage and maintain volunteer and donor information

Responsible for issuing purchase orders; keeping receipts or invoices for verification of expenses.

Manage office mail

Complete call logs, referrals, incident reports and other official documents as needed

Update, discard and maintain all files and records kept in front office

Prepare and print documents as requested by corps officers

Greet and interview clients to determine social service needs.

Order food and submit monthly stats to food bank

Assist with food pantry, clothing assistance or other social service needs.

Drive a 12-passenger van when needed

Help make appointments with contracted vendors for building maintenance and upkeep

Participate in staff meetings, divisional training and any local training as appliedassist officers in whatever other administrative areas needed if not outlined above

Ensure that all clients are served efficiently, equitably and with dignity.

Required to render direct casework and/or group work service to clients recognizing their physical, emotional, spiritual and social needs-making full use of agency and community resources.

Additional casework duties and recording keeping.

Ensures that all services provided are recorded as directed, keeping accurate records of food pantry files.

Maintains food pantry inventory, prepare food baskets as per need.

Supervises and trains volunteers for both stockings the pantry and helping with distribution schedules and provides daily supervision of food pantry volunteers.

Manages all aspects of the food pantry operation (client appointments, organization, and cleanliness)

Responsible for implementing food pantry policies and procedures.

Oversee volunteers during distribution and ensure that clients are adhering to guidelines.

Coordinate the annual thanksgiving basket giveaway.

Maintains primary corps files, calendar, meetings minutes, contracts, contact addresses etc.

Flexibility to perform other duties as needed such as backpack program, summer, Thanksgiving & Christmas programs.

Assist officers in whatever other administrative areas needed if not outlined above

Qualifications

Must have a high school diploma or associates degree

Must have prior experience in office administration.

Must have knowledge of the Salvation Army mission

Must possess a valid New York State driver’s license

Must be bilingual: Spanish/ English and possess good verbal communication skill

Must be able to lift at least 30 pounds

Must have a high level of initiative and flexibility in the work atmosphere

Must be organized, kind and have a positive attitude.

Must conduct oneself with respect, honesty and dignity

Must have experience with Microsoft Office-Word, excel, power point presenter and publisher

Must have strong management and organizational skills