Office Administrator

3 weeks ago

Jacksonville, United States Episcopal Children's Services Full time
GENERAL DESCRIPTION: The Office Administrator is responsible for the day-to-day operations of our office. including procedures and resources for organizational effectiveness, safety and efficiency. This role is integral to maintaining a productive and efficient work environment. In addition to general office management duties, the Office Administrator will also supervise and mentor the Administrative Assistant and Receptionist, ensuring seamless collaboration and high-level performance across all administrative functions. MAJOR RESPONSIBILITIES: Office Operations Management:
  • Oversee the daily operations of the office, ensuring a clean, organized, and welcoming environment.
  • Manage office supplies, inventory, and equipment, and coordinate maintenance and repairs as needed.
  • Handle incoming and outgoing mail, packages, and deliveries.
  • Coordinate office events, meetings, and conference room schedules.
  • Develop and implement office procedures to streamline operations and improve efficiency.
Team Supervision and Support:
  • Supervise, train, and evaluate the performance of the Administrative Assistant and Receptionist.
  • Provide guidance and support to ensure staff meet office operational needs and maintain high standardsof customer service.
  • Facilitate communication and collaboration between administrative staff to ensure smooth workflow.
  • Foster a positive and collaborative team culture.
Administrative Support:
  • Oversee management and coordination of Admin Help Desk tickets. Delegate tasks to admin pool, as needed.
  • Assist with scheduling meetings, managing calendars, and handling travel arrangements for applicable staff.
  • Prepare and edit correspondence, reports, and presentations.
  • Coordinate transfer and disposal of records as per retention schedule and policies.
  • Coordinate with vendors and service providers as necessary.
  • Provides program and operations support to the Chief Operating Officer, Head Start Director & HeadStart Support Staff.
  • Provide virtual support and training to staff in regards to policies & procedures, POs, organization, etc.
  • Partner with the Procurement Manager to develop, coordinate and monitor procedures for purchases(ordering, receiving and documentation), procurement (bulk ordering, three required estimates, contracts for senior management to review), and supplies (inventory).
  • Oversee and monitor the PO process for the Head Start department.
Reception and Customer Service:
  • Oversee the Receptionist's daily tasks, ensuring a professional and friendly reception area for clients and visitors.
  • Manage phone systems, direct calls appropriately, and handle inquiries with professionalism and courtesy.
  • Ensure the Receptionist is properly trained in managing front-desk duties, including greeting visitors, scheduling appointments, and managing mail and deliveries.
(These essential job functions are not to be construed as a complete statement of duties performed. Employees will be required to perform other related marginal duties as required.)

Requirements

QUALIFICATIONS:
  • High School Diploma and 3 years' proven experience in office management or administrative roles with at least 1-2 years of supervisory experience
SKILLS, KNOWLEDGE, AND ABILITIES:
  • Ability to effectively provide information in a professional, informative, and friendly manner.
  • Ability to establish priorities, schedule workloads and use other resources to complete goals or tasks.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Proficiency in office software (Microsoft Office Suite, etc.).
  • Ability to manage time effectively and prioritize tasks.
  • Strong leadership skills with the ability to motivate and guide team members.
  • Problem-solving skills and attention to detail.
  • Ability to maintain confidentiality and handle sensitive information.
ENVIRONMENTAL CONDITIONS:
  • Works inside in an office environment
  • Occasional travel may be required
ESSENTIAL PHYSICAL SKILLS:
  • Typical physical & mental demands: required prolonged sitting and standing with some bending, stooping, and stretching, and eye-hand coordination and manual dexterity sufficient to operate a keyboard, telephone, photocopier, and other office equipment.
  • Requires normal range of hearing and eyesight to communicate with clients and staff
  • Ability to lift 20 lbs.

(Reasonable accommodation will be made for otherwise qualified individuals with a disability)

Salary Description

$24-26.61 hourly

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