Office Operations Supervisor

2 weeks ago

Concord, New Hampshire, United States Archways Full time
Job Overview

Position Summary
The Administrative Manager plays a pivotal role in supporting the leadership team while overseeing administrative functions across multiple locations. This position is essential for ensuring the smooth operation of financial and human resource activities. Responsibilities include managing contract and grant deliverables, implementing finance and HR policies, and performing various clerical tasks. Familiarity with family and recovery support services is advantageous but not mandatory. This role reports directly to the Vice President/Chief Operating Officer.

Key Responsibilities

  • Collaborate with the finance team to facilitate bill processing, payments, and manage checks, deposits, and reimbursement requests.
  • Assist in the preparation of monthly invoices for funding agencies.
  • Oversee financial aspects of grant applications, ensuring compliance with reporting requirements.
  • Monitor grant deliverables and restrictions, providing regular financial updates to the VP/COO.
  • Coordinate with management and staff for the approval and processing of weekly payroll.
  • Engage in special projects related to budgeting, expenditure analysis, and HR benefits for the VP/COO.
  • Provide administrative support for onboarding new employees, including managing new hire documentation and personnel files.
  • Facilitate communication between external financial teams and executive leadership.
  • Maintain all agency-related insurance policies and contracts, ensuring proper documentation.
  • Assist the Executive Team with calendar management, report preparation, document organization, and contract oversight.
  • Provide clerical support, including managing infrastructure files related to personnel, contracts, and financial transactions.
  • Travel to various agency locations as required.
  • Stay informed by participating in financial and management meetings, documenting and distributing meeting minutes.
  • Work collaboratively with a multidisciplinary team to address staff needs in supporting participants.
  • Support staff in organizing community events and accessing translation services as necessary.
  • Participate actively in supervision sessions with the Executive Management Team.
  • Process incoming mail in accordance with agency protocols.
  • Manage schedules and deadlines effectively.
  • Monitor office supply expenditures and manage purchasing within budget constraints.
  • Oversee external service contracts, including maintenance and repair services.
  • Organize and manage office activities in collaboration with the management team.
  • Ensure compliance with operational policies and regulations.
  • Stay updated on organizational changes and labor law compliance.
  • Perform other assigned duties as necessary.

Qualifications

  • Bachelor's degree in Business Administration, Finance, or a related field.
  • Prior experience in finance, grants, and contract management is highly preferred.
  • Valid driver's license with appropriate registration and insurance.
  • Successful completion of a criminal background check and DMV record check prior to hiring.

Preferred Skills

  • Comprehensive understanding of office management practices.
  • Familiarity with financial and facilities management principles; strong analytical skills.
  • Proficient in financial planning, monitoring, and reporting.
  • Analytical mindset with problem-solving capabilities.
  • Exceptional organizational and multitasking skills.
  • Strong ability to maintain organized electronic and paper files.
  • Self-motivated with excellent communication skills.
  • Proficient in data entry into web-based systems and cloud platforms.
  • Ability to implement and track documentation efficiently.
  • A collaborative team player with leadership qualities.
  • Capacity to work independently within established frameworks.
  • Willingness to engage in training related to family support and recovery services.
  • Ability to work effectively with diverse populations, demonstrating cultural awareness.
  • Support the mission and philosophy of the organization.
  • Strong time management and decision-making skills.
  • Ability to maintain confidentiality and handle sensitive information appropriately.

Benefits

  • Paid Time Off
  • Paid Observance of 12 Holidays
  • Health Insurance (including Vision)
  • Dental Insurance
  • Flexible Spending Account
  • Short-Term Disability

About Archways
Archways is a nationally recognized community-based resource center dedicated to providing integrated family support and peer recovery services. Our mission is to empower individuals and families by promoting health, well-being, and self-sufficiency through collaboration and education. We are committed to fostering a supportive environment for both our staff and the families we serve, emphasizing personal and professional development opportunities.

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