Office Manager

2 weeks ago

Pasadena, United States Foothill Family Full time

**SUMMARY**

The Office Manager oversees and is responsible for the management of the facility where he/she is located. This position also manages a variety of general office activities.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Supports and promotes the mission of the Agency: Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
- Analyzes and organizes office and program operations and procedures such as information management, data systems, and requisition of supplies, reception and other clerical services.
- Manages, troubleshoots and streamlines all supportive functions of the Front Desk team to ensure services are delivered to clients in an expedient manner that maximizes the use of clinical staff time.
- Supervises Program Assistants and Intake Coordinators including input into hiring, performance appraisals, and recommendation for recognition, disciplinary warnings, and terminations.
- Troubleshoots, reports, and resolves computer software and hardware problems at the site.
- Manages the expense processing and requisition of petty cash.
- Conducts new hire and site visitor orientation.
- Prepares and sets up for scheduled meetings at the site and arranges for meeting minutes when applicable.
- Researches and develops resources that create timely and efficient workflow.
- Audits procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
- Recommends improvements to the office layout, provides input into the office budget, and initiates cost reduction programs.
- Prepares reports as needed for contractual compliance.
- Acts as primary contact for the Agency’s Facilities Manager and outside vendors.
- Facilitates and supervises repairs of building and machinery at the site.
- Ensures high level service of customer service and front desk activities.
- Displays sensitivity to the service population’s cultural and socioeconomics characteristics.
- Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.

**SUPERVISORY RESPONSIBILITIES**

Performs supervisory responsibilities in accordance with the Agency’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
- Bachelor’s Degree (B.A.) or equivalent work experience and a minimum of three years related work experience.
- Excellent organizational skills; ability to manage several tasks simultaneously.
- Demonstrated flexibility, enthusiasm, initiative, and follow through.
- Ability to work with all levels of the Agency in a positive manner and maintain a professional demeanor in challenging situations.
- Excellent written and oral communication skills.
- Valid CA Driver’s License and maintains insurability on the Agency’s auto liability policy (including a minimum of 2 years driving experience after receiving license) and maintains the California state required auto insurance liability limits.

**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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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