Office Manager

Job Purpose

The office manager is primarily responsible for providing office management services at the S.A.F.E. House main office, as well as providing support to the counseling and advocacy departments.

Duties and Responsibilities

Provide Office Management Support

• Answer, respond, and forward all phone calls, as well as assist all visitors coming into S.A.F.E. House administrative office, in a friendly, sincere, and timely manner.
• Serve as liaison between the administrative office, emergency shelter, and any satellite employee offices.
• Receive, record, and provide receipts for program payments and monetary donations.
• Maintain inventory of office supplies, furniture and equipment, and purchase approved items as needed.
• ·Collect timecards and forward them to the Finance Manager.
• ·Maintain monthly calendar for the administrative office.
• ·Take notes and create minutes for monthly staff meetings, and other important meetings, as requested by the CEO.
• ·Complete clerical duties, such as photocopying, faxing, filing, collating, ordering supplies, and data entry.
• ·Supervise the maintenance of office equipment, including copier, fax machine, postage machine, telephones, etc.
• ·Provide supervision, coordinate and delegate office management duties to the Office Coordinator and volunteers.
• ·Assist the CEO with human resources related matters, such as maintaining personnel files and assisting with onboarding of new employees.
• ·Assure that the phone and front desk always have appropriate coverage in his/her absence; recruits volunteers to serve as receptionist during his/her time off.

Provide Counseling Program Support

• ·Coordinate with the Counseling Director to create and provide intake packets to new clients with verbal instructions, assist clients with questions as needed, and guide clients to a private space to complete the packet,
• ·Assist in entering new clients into the designated Counseling Department Electronic Health Record (EHR) and scheduling clients for counseling.
• ·Answer and respond to phone calls with questions regarding the Counseling Program's services.
• Perform other support related to the counseling program as requested by the Counseling Director.

Manage Flow of In-Kind Donations In and Out of Administrative office

• Coordinate the collection and storage of in-kind donations with agency volunteers and staff.
• Contact partner agencies to retrieve unneeded donations.
• Retrieve and file donation receipts from donors. Record all donations in the designated database as well as any corresponding logs.
• Manage the donor database, which includes imputing data, running donor reports, and other related functions.

Coordinate Mail Flow In and Out of Administrative Office

• Retrieve and disseminate all incoming mail to appropriate individuals and departments.
• Assist with direct mail program by coordinating annual mailings and other campaigns as requested by the CEO and Development Director.
• Prepare and mail donor thank you letters, vendor payments, and other correspondence as requested by the CEO and program supervisors.

Additional Duties

• Attend monthly mandatory staff meetings.
• Participate in annual fundraising events which financially benefit S.A.F.E. House.
• Attend regular training in the fields of customer service, office management, communication, and other administrative skills, as well as learn about new developments in the domestic violence field by reading professional literature, attending courses and seminars.
• Promote team cohesion across agency departments by acting as a team player and maintaining open lines of communication.
• Maintain confidentiality of both clients and employees.
• Perform other duties as assigned.

Qualifications

• High School Diploma or GED required. Associates degree or higher preferred.
• At least one year of experience in office management or related role required.
• Knowledge of Microsoft Office and general computer skills required.
• At least 1 year of experience preferred in areas of domestic violence.
• Ability to work with diverse individuals and maintain good communication skills.
• Ability to work independently with minimal supervision, take initiative, and self-start.
• Ability to resolve conflicts, communicate effectively, remain calm in crisis situations, and always maintain a supportive demeanor.
• Possession of the current Nevada Driver's License.

Working Conditions

• Typically works within an office environment based out of the administrative office, however, may be required to perform job duties outside of these settings at locations such as the emergency shelter and outreach events.
• May work with emotional, demanding, and difficult clients.
• May have to work weekends or in the evening.
• May have to use personal vehicle for business purposes.

Physical and Mental Requirements

• Ability to lift up to 20 pounds.
• May be placed in situations that cause emotional stress, such as witnessing the effects of trauma, therefore ability to effectively handle stress is a requirement.
• May be placed in situations that are life threatening to self or others, such as encountering an abusive partner, violent clientele, or suicide.

*Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, sexual orientation, ethnic background, national origin, disability, or protected Veteran status.

Job Type: Full-time

Pay: $40, $43,890.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person