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Office Manager

2 months ago

East Orange, United States Family Support Organization of Essex County Full time
Job DescriptionJob DescriptionTitle: Office Manager
Reports to: Executive Director
FULL TIME - Exempt Employee
Family Support Organization of Essex County is a family-centered, family-driven nonprofit organization that provides peer support, education, and advocacy for parents of children who have emotional, behavioral, mental health, substance use, intellectual and developmental challenges. Our goal is to empower parents and caregivers to take control of their lives by building on their strengths and supporting them as needed. We work with other agencies to strengthen families to keep youth healthy in their homes and communities. Job Purpose The Office Manager will manage the day-to-day administrative functions related to the efficient and effective operation of the Family Support Organization of Essex County (FSOEC).  Key Deliverables ·       Create a welcoming environment for colleagues, caregivers, and the community at large. ·       Support the development of a positive organizational culture that emphasizes exemplary service from initial contact through the transition from agency involvement. ·       Serve as the first point of contact for incoming calls; Route calls to staff; retrieve voice mail daily, take and relay accurate messages. ·       Monitor and maintain an inventory of equipment and supplies.·       Monitor equipment and facility needs and arrange timely service to avoid disruptions in workflow. ·       Coordinate materials, communications', and arrangements for meetings with the Board, staff, and stakeholders at the discretion of the Executive Director·       Prepare agenda and minutes for staff meetings.·       Ensure compliance with insurance, maintenance, and safety requirements regarding the facility and agency assets such as vehicles, copiers, and other equipment- arrange maintenance, obtain necessary certifications and inspections.·       Participate in community engagement and outreach activities to promote awareness of the Family Support Organization of Essex County (FSOEC)services and support various other stakeholder groups.·       Collaborates with human resources and finance to ensure contract compliance and successful operations.·       Follow-up on inquiries from DOL (Department of Labor) and other agencies regarding employment matters ·       Manage the employee experience from pre-employment, orientation, and onboarding through off-boarding.·       Administers HR (Human Resources) policies and procedures related to recruitment, hiring, benefits enrollment, training, retention, recognition, and evaluation.·       Provide training regarding agency policies and procedures.·       Generate operations reports using Excel·       Submit payment vouchers and supporting documentation to the Executive Director and accountant weekly.·       Process vendor payments in a timely and accurate manner using QuickBooks 
In charge of the office operations in the absence of the Executive Director.
Key decision making participant.
 Qualifications ·       Excellent oral and written communication skills with the ability to use professional, appropriate language effectively.

·       Maintain confidentiality in all areas of service to families and program operations.

·       Ability to concentrate on a task over a period without being distracted.

·       Ability to work with little or no supervision, depending on oneself to get things done.

·       Respond appropriately and with a sense of urgency to accomplish tasks with attention to detail.

·       Conduct oneself professionally in all situations.

·       Recommend process improvements creativity and alternative thinking to develop innovative ideas and solutions to work-related challenges.

·       Highly proficient computer skills in Microsoft Office (Word, Excel, Outlook, and MS Teams) and knowledge of QuickBooks. 

Education and Experience:

·       Bachelor's degree preferred, High School diploma or equivalent in experience

·       Three to five years of prior operations experience and strong administrative skills; supervisory experience preferred

·       Prior experience as a Family Partner or Parent of a child with behavioral health or developmental needs

 

·       Physical Requirements: 

·       Must be able to lift 15 pounds at times. ·       Prolonged periods of sitting at a desk and working on a computer.

 

Family Support Organization of Essex County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.