Office Manager

JOB SUMMARY:

Coordinates office operations and provides administrative support to agency staff while maintaining the day-to-day

operation of the front desk.

KNOWLEDGE, SKILL & ABILITY REQUIREMENTS:

• High school diploma or equivalent

• Excellent written and verbal communication skills

• Organized with a high degree of attention to detail and accuracy in work

• Working knowledge and experience using Microsoft Word, Excel, and Publisher

• Experience in working in a social services setting and fast-paced environment is highly preferred. Basic understanding of

community resources to provide referrals to clients seeking assistance such as 211, Elder Helpline, ECHO, Ability 1st etc. is

also highly preferred.

DUTIES AND RESPONSIBILITIES

1. Answer multi-line telephone system and redirect calls to staff. Assure there is phone coverage at all times.

2. Greet and welcome clients, volunteers and all other visitors at the front desk.

3. Assist with donation drop offs and dispersal of food and material aid donations.

4. Provide secretarial assistance to administrative staff.

5. Coordinate and assist in the administrative responsibilities of the office and general agency functions

6. Process and distribute mail, daily receipts, donations, and faxes.

7. Assist development department in disseminating thank you notes, in-kind log, and obtaining donation receipts.

8. Support Senior Solutions program with various agency assistance programs including calling for pick-up of available items,

updating waiting lists etc.

9. Assists with set up for board meetings and contacting members to check attendance before meetings.

10. Provide support for EHEAP program making sure individuals are eligible for program and advising them of necessary

paperwork before appointment. Providing contact information for referral sources when funds are not available and

scheduling appointments.

11. Assisting as backup for EHEAP when the coordinator is out of the office ensuring clients in crisis are referred to

Senior Outreach Solutions Case Manager or agency partners when the senior is without utilities.

12. Supervise records storage, including procedures and storage needs in accordance with ECS policies and contract

requirements

13. Arrange for the ordering of office and custodial supplies; service and maintenance of office phone system, postage,

computer network, copy/printing systems, alarm system; and serve as the agency technology contact

14. Serve as main liaison for all office vendors

15. Coordinate with the CEO on any building issues and solutions to address those issues

16. Perform other duties as assigned by the supervisor and/or the President/CE

NOTE:

This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the needs

of the organization.