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Office Manager/Receptionist

1 month ago

Independence, United States FosterAdopt Connect Full time
Job DescriptionJob DescriptionSalary: $45K - $55K

OFFICE MANAGER 

 

Job Category: Administration  

Job Status: Full-time, non-exempt 

Reports to: Director of Human Resources & Administration 

 

Job Summary: The Office Manager oversees the general administrative functions and activities of the headquarters (HQ) branch office. This position provides friendly customer service assistance in connecting guests at FAC with departments and assists various departments with administrative tasks. This position also assists the Director of Human Resources & Administration and other Executive Leadership with administrative tasks as assigned.  

  

Responsibilities: Primary responsibilities include but are not limited to: 

  • Ensure guest satisfaction by friendly greeting and connecting guests to desired personnel in person or via phone.  
  • Receptionist duties, including answering incoming calls, follow up on phone calls, voicemails, and contacts as appropriate, sorting and distributing mail, recording agency voicemail messages, and preparing documents.  
  • Facilitate correspondence from general email inquiries received via agency website by connecting guests with appropriate internal department contact.  
  • Retrieve faxes and distribute to intended recipient. 
  • Maintains inventory of office, breakroom, and first aid supplies at HQ branch; orders new supplies as needed.   
  • Maintain and update All Staff Contact Lists for all branch offices and distribute to all staff monthly via email.  
  • Maintains office files, implements an efficient system for other staff to access files and records.  
  • Follow requirements and policies of agency, contracts, state regulations and COA standards. 
  • Perform or facilitate maintenance of office equipment including cleaning, maintenance, and repairs.  
  • Arrange travel and accommodation plans for agency staff as necessary.  
  • Monitor visitor logbook and issue visitor badges. 
  • Monitor volunteer logbook and volunteer hours for Sammy’s Window, and enter volunteer hours into internal database, SAM.  
  • Manage Conference Room and Box Truck reservations and availability via Outlook. Print and display weekly conference room calendar. 
  • Facilitate correspondence with website and in-person volunteer inquiries by partnering with the Volunteer Coordinator.   
  • Ensure all monthly statistics/reports (e.g. volunteer hours) are completed by 3rd of each month.  
  • Serve as active member on the Volunteer Committee and assists the Volunteer Coordinator with planning and executing volunteer appreciation events twice per year.   
  • Attend meetings and trainings as required. 
  • Provide administrative support to Director of Human Resources & Administration, Chief Executive Officer (CEO), and Chief Development Officer (CDO) as requested including but not limited to reconciliation of credit card use, donation receipting, Donor Perfect CRM entry, and supporting Special Events Manager with duties directly related to no less than three (3) special events per year.   

 

Qualifications & Preferred Skills 

  • At least two (2) years of administrative assistant or office management experience; one (1) year of non-profit experience preferred. 
  • Demonstrated resourcefulness in setting priorities and proposing new ways of creating efficiencies. 
  • Outstanding organizational and planning skills.  
  • Solid commitment to the principles of support and advocacy for foster and adoptive families. 
  • Excellent people skills, with experience collaborating in a multi-disciplinary, diverse, and dynamic team.  
  • Strong verbal communication skills and demonstrated ability to write clearly and persuasively.  
  • Demonstrated leadership ability, team management, and interpersonal skills. Must have ability to quickly establish rapport and build trust.  
  • Flexible and a self-starter; able to multi-task while also being highly detail-oriented while meeting all deadlines.  
  • Work as a necessary part of a team effort with colleagues of all demographics.  
  • Model ethical and professional behavior at all times. 
  • Flexibility and adaptability, able to shift styles to fit the needs of a wide range of cultures, people, and organizations.  

 

Compensation and Benefits 

  • Compensation commensurate with experience. 
  • Comprehensive benefits package including: 
  • Medical and dental insurance with 80% of monthly premiums covered for employee and dependents. 
  • Vision insurance with 100% of monthly premiums covered for employee and dependents. 
  • Health Reimbursement Account (HRA) with generous employer contribution. 
  • Life insurance and long-term disability provided at no cost to employee.  
  • Voluntary life and short-term disability options available. 
  • 403(b) retirement plan with up to a 6% employer match. 
  • Flexible Spending Account with medical expense and dependent care options. 
  • Employee Assistance Program, with 8 annual visits 100% covered. 
  • Generous paid time off and holidays. 

FosterAdopt Connect does not and shall not discriminate on the basis of race, color, religion, gender identity, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its programs or services. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, and members. 

 

 

Employee Signature: _______________________________                              

 

 

Employee Signature: _______________________________                             Date: _______________________ 

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