Office Operations Supervisor

2 weeks ago

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

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

Key Responsibilities

  • Collaborate with the finance team to facilitate billing processes, including payments, check processing, and reimbursement requests.
  • Assist in the preparation of monthly invoices for funding agencies.
  • Manage financial components of grant applications, including reporting and compliance.
  • Monitor grant deliverables and restrictions, providing regular financial updates to the VP/COO.
  • Support the management team and staff in the finalization and submission of payroll on a weekly basis.
  • Engage in special projects related to budgeting, expenditure analysis, and HR benefits evaluation for the VP/COO.
  • Provide administrative support for onboarding new employees, including form distribution and personnel file creation.
  • Facilitate communication between the external financial team and executive leadership.
  • Maintain all agency-related insurance policies and contracts, ensuring both electronic and physical records are organized.
  • Assist the Executive Team with calendar management, report preparation, document organization, and contract oversight.
  • Perform clerical duties such as managing infrastructure files, including personnel records, contracts, and financial documents.
  • Travel to various locations as required.
  • Stay informed by participating in financial and management meetings, recording and distributing meeting minutes.
  • Work closely with multidisciplinary teams to meet staff needs when supporting participants.
  • Assist staff in preparing for community events and accessing translation services as necessary.
  • Participate actively in supervision sessions with the Executive Management Team.
  • Process incoming mail according to agency protocols.
  • Manage schedules and deadlines effectively.
  • Monitor office supply expenditures and oversee the procurement of new materials while adhering to budget constraints.
  • Oversee contracts for external facility services.
  • Organize and manage additional office activities as requested by the management team.
  • Ensure that operations comply with established policies and regulations.
  • Stay updated on organizational changes and developments in labor law compliance.
  • Perform other assigned duties as needed.

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 employment.

Preferred Skills

  • Comprehensive understanding of office management practices.
  • Knowledge of financial and facilities management principles, with strong analytical skills.
  • Proficient in financial planning, monitoring, and reporting.
  • Analytical mindset with effective problem-solving abilities.
  • 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 databases and cloud platforms.
  • Ability to implement and track documentation efficiently.
  • A collaborative team player with leadership qualities and emotional intelligence.
  • Ability to work independently within a structured framework.
  • Willingness to engage in training related to family support and peer recovery.
  • Experience working with diverse populations, demonstrating cultural sensitivity.
  • Ability to incorporate diverse perspectives and foster positive relationships.
  • 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, previously known as Greater Tilton Area Family Resource Center, has evolved to better serve the community with locations in multiple areas. This agency is recognized nationally for its community-based resource center model, integrating family support and peer recovery services. Our mission is to empower individuals and families by promoting health, well-being, and self-sufficiency through supportive relationships and education. We are committed to the principles of family support and recovery support, ensuring that our staff and participants thrive in a culture of growth and collaboration.

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