LOVELAND CENTER, INC. Helping individuals with intellectual and developmental disabilities live their lives to the fullest POSITION: Office Manager REPORTS TO: Chief Administrative Officer FLSA: Hourly 8:00 am - 4:00 pm TERM: Full Time 40 hours per week SUMMARY: Office Manager is responsible for the day to day office operations , accounts receivable and payable, annual training and orientation training for new employees, monthly ordering, making staff ID badges, attending monthly board meetings, supporting the volunteer team, and to directly supervise the Loveland greeters. QUALIFICATIONS: (2) years of job-related experience supervising a team quick books experience is a plus, valid Florida driver’s license. SKILLS: Strong verbal and written communication, problem solving, and strong organization skills; proficient in basic computer applications, such as word processing, quick books, spreadsheets, and internet usage; record keeping skills. EXPERIENCE AND ABILITIES: Demonstrated capability to conduct one’s self in a calm and professional demeanor when interacting with the public and/or with difficult situations. Demonstrated capability to effectively communicate orally and in writing. Ability to work well with a diverse group of staff and potential new hires. Willingness to adjust hours to accommodate the needs of the job. Ability to effectively manage a wide array of tasks, projects, and responsibilities. ESSENTIAL DUTIES AND RESPONSIBILITIES: Fully adhere to Loveland Center’s Code of Ethics and Core Values. Maintain professional standards of the highest quality with regards to health, safety, program management, employees, potential new hires and participant supervision. Good communication skills. Participate in 20 hours of supervisor training per year to ensure that state mandated requirements are met and Loveland Center standards are met and all other duties not specifically identified, which may be directly or indirectly related to the functions of an Office Manager as assigned by the Chief Administrative Officer and/or President/CEO. OFFICE MANAGER: Support your team to greet visitors, employees and participants in a welcoming manner and direct them to sign in; refer visitors to appropriate employees. Supervise and train the greeters. Support your team to maintain the process of participants signing in and signing out at the front desk. Answer phone calls with an upbeat, clear concise voice, conveying a sense of confidence and efficiency. Re-route phone calls, take messages if necessary. Screen phone calls and visitors to control interruptions. Open mail and deliver to the appropriate person, distribute any deliveries to the appropriate party. Respond to inquiries and provide information on the telephone to visitors to Loveland Center in a courteous manner. Enter all payments and incoming bills into quickbooks and create a deposit ledger. Keep records of all deposits and withdrawals. Submit all payroll for yourself and for the greeters. Resolve complaints within your scope of information and authority; refer complainants to the appropriate employee. Monitor the agency's inventory of office supplies. Follow procedure to order supplies. Ensure restroom supplies are available on site and replenished as needed. Manage and maintain the agency's telephone systems. Operate and maintain office equipment computers scanners, fax machines and outsource repairs when necessary. Support the greeters to maintain the lobby, front desk area and copy room keeping it clean, organized and free from clutter. Provide clerical assistance to administrative employees and President/CEO. Complete new employee hiring folders and other HR duties as assigned. Other administrative duties as assigned and time allows for. Complete reference checks for potential new employees. Schedule orientation and monitor new employees onboard training. Keep track of employees' annual 8 hours of training. PHYSICAL DEMANDS: The physical demands described here are representative of those that would normally be met by an Office Manager to successfully perform the essential functions of this job. While performing the duties of this job, the Office Manager is regularly required to talk and hear; frequently is required to stand, walk, sit and use hands. The Office Manager is occasionally required to reach with hands and arms; as well as stoop, kneel, crouch, or crawl. The Office Manager may be required to lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIRONMENT: The work environment characteristics described here are representative of those that an Office Manager would encounter while performing the essential functions of their jobs. Primarily, an Office Manager is subject to both indoor and outdoor conditions and subject to low to moderate noise levels with periodic disruptions in routine. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. CONTINUED EMPLOYMENT REMAINS ON AN “AT-WILL” BASIS. This Job Description does not constitute a written or implied contract and may be changed as the business needs of Loveland Center, Inc. arise. Employee Signature: ___________________________________ Date: ____________ Chief Administrative Officer: _____________________________ Date: ____________ President and CEO ____________________________________ Date: ____________ 11/16; 01/17; 09/17,7/20
Salary: From $20 an hour
Employment Type: Full-time
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