Office Manager

4 weeks ago

Tucson, United States Catholic Community Services of Southern Arizona Inc Full time

Catholic Community Services of Southern Arizona, Inc. (CCS) is thriving For 90 years, CCS has focused its mission to strengthen families, support communities, provide compassionate services, and deliver excellence. Providing Help. Creating Hope. Serving All.

We credit our continued success to our valuable employees If you want to make a difference, help people, and serve your community, we want YOU to join our team For more information visit our website at: www.ccs-soaz.org.

OVERVIEW

Provides support and assistance for the Casa de Respiro Medical Respite program. Performs necessary functions to facilitate agency vendors, maintenance, and visitors. Responsible for efficient documentation to the Homeless Management Information System (HMIS) and other various databases required by the Medical Respite and counseling programs. Provides support to the Admissions Navigator and Program Manager when needed. Position may from time to time require a high demand of performance. May perform other duties as assigned.

ESSENTIAL FUNCTIONS

  • Provides orientation for new staff on physical environment and policies and procedures
  • May assist with coordination of additional administrative staff
  • Assigns, tracks, and maintains equipment and property assigned to agency staff
  • Acts as liaison to Business Office for accounts receivable matters
  • Acts as liaison to Corporate IT support, as necessary
  • Provides Business Office with monthly accrual information
  • Responsible for agency information technology equipment and processes, facilities, and vehicle maintenance and supply and equipment acquisition processes
  • Processes agency payables and billing and resolves invoice and billing issues
  • Maintains all agency vendor receivables
  • Responsible for billing Child Welfare programs
  • Completes monthly and quarterly agency and departmental reports and serves as liaison with the Business Office
  • Compiles information for monthly and quarterly agency data and financial reports
  • Reviews mileage and travel claims and ensures compliance with applicable policies and procedures
  • Works closely with Program Manager and Program Administrator to organize agency fundraisers, presentations, and other agency events
  • Provides administrative support to the agency management and staff, as necessary
  • Monitors telephone problems, facility issues, internet access, and related functions and arranges service, as needed
  • Monitors postage meter and processes requests for additional funds
  • Coordinates office supply orders
  • Provides back-up/coverage assistance for front office, as necessary
  • May drive agency or personal vehicle on company business
  • May have other duties, as assigned

MINIMUM REQUIREMENTS

Suitable work experience may be considered as transferable skills in order to meet minimum requirements of the position and will be considered by the Executive Director of Human Resources.

  • Associate Degree or 2 years post-secondary education
  • 2 years of progressive administrative experience in an office environment
  • Proven skills utilizing Microsoft Office Suite
  • Demonstrated problem solving skills and the ability to work independent of direct supervision in a team environment
  • Proven strong communication skills - oral and written are clear, concise, and in an organized fashion using appropriate style, grammar, and tone
  • Demonstrated interpersonal communication skills with persons of varied educational, ethnic, and cultural backgrounds

REGULATORY

  • Must be at least 18 years of age
  • Valid driver license, proof of insurance, and 39-month motor vehicle report
  • Ability to obtain and maintain Arizona Level One Fingerprint Clearance Card and FBI National Criminal Records History Report (employer paid)
  • Pass pre-employment drug screen (incudes marijuana, regardless of recreational use laws) (employer paid)

DESIRED QUALIFICATIONS

  • Associate Degree in related field
  • Additional years of directly-related experience
  • Bilingual in English and Spanish, verbal and written

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

We are an Affirmative Action Equal Opportunity Employer for all individuals. All qualified applicants are encouraged to apply.

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