Office Manager

Reports to: CEO

Job Summary:

Under supervision, the Office Manager performs office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects to facilitate efficient operation of the organization. The role of this position is defined and impacted by the mutual working relationship established with the Executive Director.

Essential Duties:

Reception -

• Provide administrative/secretarial support for Executive Director, Managers, and Supervisors (e.g. answering telephones, assisting visitors, and resolving a range of administrative problems and inquiries).
• Anticipate and respond to needs and demands of customers (both internal and external).
• Interact with customers in a positive and helpful manner.
• Facilitate the prevention and/or resolution of conflict while preserving working relationships.

Executive Director Administration Support -

• Provide administrative/secretarial support for CEO (such as assist managing her calendar, preparing materials for meetings, setting-up appointments, travel arrangements, etc.).
• Manages access to Executive Director by screening calls and visitors to determine appropriate course of action.
• Serves as a liaison, with delegated authority, between Executive Director and subordinate staff by relaying instructions and information and following commitments through to completion.
• Interacts and communicates with a strong degree of judgment and discretion

Office Administration -

• Coordinate with support staff for operational support activities of the organization; serve as a liaison between managers, supervisors, and staff members in the resolution of day-to-day administrative and operational problems.
• Monitors and reconciles departmental or program budget and tracks travel and office expenditures.
• Operate desktop computer to compose and edit correspondence and memoranda from verbal direction and from knowledge of organizational policies; prepare, transcribe, compose, type, edit and distribute agendas and minutes of All Staff Meetings.
• Create and maintain office documents (such as, forms, invoices, reports, data sheets, etc.).
• Maintain the inflow and outflow of goods (food, paper, pens, pencils, notepads etc.), arrange for repair and maintenance of office equipment, receive, store and maintain inventory of office supplies and equipment, and send, receive and sort mail and other packages.
• Make and take responsibility for, and demonstrate commitment to, appropriate decisions in a timely manner. Ensure that decisions are made based on policies, rules and organizational directives and solve emerging problems.
• Establish and maintain harmonious professional relations by demonstrating respect for and sensitivity to others.
• Perform other duties and responsibilities as required.

Project Management -

• Ability to plan, organize, and manage resources to bring about the successful completion of a specific project.
• Share information, knowledge and personal strengths. Seek to understand and build on different perspectives of others to enhance team efficiency and quality outcomes.
• Maintain confidentiality in all aspects on the organization.
• Produce clear, concise, logical and grammatically correct written material in English.

Miscellaneous-

• As the business needs, the position will require to provide support for Olu's Beginnings, such as child care and administration
• Provide social media support for CEO
• Assist the CEO in tasks for business success

Education and Experience:

• Prefer at least a High School Diploma or equivalent (G.E.D.).
• Must have 2 to 3 years of progressively responsible office, customer service, problem solving, and administrative experience or equivalent in a comparable environment.
• Qualified status under Minnesota Rule 11 must be maintained (Criminal background studies of individual affiliated with programs licensed by DHS).
• Must have ability to work independently in a multi-tasking customer service setting.
• Must type 60 w.p.m. with accuracy and be able to transcribe from hand-written notes or verbal instructions.
• Ability to proofread the work of self and others with a high degree of accuracy.
• Good decision making, problem solving, and judgment skills.
• Must be computer literate including basic skills in the use of Word, Excel and Outlook.
• Effective communication skills (written and oral).
• Previous experience with social media

Licenses:

• Valid MN Drivers' License (this is a condition of employment) including personal vehicle insurance coverage.

Use of Tools and Equipment:

• Office equipment, such as; computer, keyboard, adding machine, paper cutter, fax, copier, telephone and postage meter.

Language Skills:

• Ability to read, write, and comprehend English effectively.

Mathematical Skills:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Requirements:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Administrative Assistant job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Administrative Assistant's job.

While performing the responsibilities of the Office Manager's job, the incumbent is required to talk and hear. The incumbent is often required to sit and use his or her hands and fingers, to handle or feel. The incumbent is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl; occasionally lift, carry, and put away parcels weighing up to 30 pounds. Vision abilities required by this job include close vision. The incumbent will sit and use a computer workstation, including keyboard and visual display terminal, for extended periods of time.

Work Environment:

The noise level in the work environment is usually quiet to moderate.

The incumbent may be subject to hostile and emotionally upset customers or employees.

This job description is intended to convey information essential to understanding the scope of the Office Manager's position and it is not intended to be an exhaustive list of experience, skills, efforts, duties, responsibilities or working conditions associated with the position.

COVID-19 considerations:

Olu's follows all Centers for Disease Control and Prevention (CDC), Minnesota Department of Health (MDH), Department of Human Services (DHS) COVID-19 guidelines and recommendations. Olu's observes precautions such as remote interview process, personal protective equipment provided/required, plastic shields at work stations, temperature screenings, social distancing guidelines in place, virtual meetings, sanitizing, disinfecting, or cleaning procedures in place. A mandatory COVID vaccine policy is in place for all Corporate/Headquartered employees.

COVID-19 considerations:

Olu's follows all Centers for Disease Control and Prevention (CDC), Minnesota Department of Health (MDH), Department of Human Services (DHS) COVID-19 guidelines and recommendations.