Office Manager

JOB FUNCTION: This position provides oversight and support all administrative duties in the office and ensure that office is operating smoothly.
Responsible for daily operations functions for CAPLP including but not limited to maintaining office supplies, handling correspondence, providing administrative support, and ensuring welcoming reception areas.
The employee’s primary duty includes the exercise of discretion and independent judgment.
QUALIFICATIONS: Minimum Associates degree in office administration or related field; or 3-5 years of office management experience.
Proficient with Microsoft Office Suite and office technology.
Valid Driver’s license and current vehicle insurance Preferred Extensive knowledge of office management procedures.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines Experience working with people with low incomes AMERICANS WITH DISABILITY SPECIFICATIONS: PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
The employee must occasionally lift and/or move up to 50 pounds, but the employee should never lift more than 50 pounds Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT: Primary work environments include the classrooms at each site, assigned office space and various meeting/training facilities.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
AGENCY EXPECTATIONS: Embrace, advocate, and carry out the mission, vision and core values of the Agency and adhere to all Agency Policies and Procedures Familiarize and work toward the achievement of Agency-wide strategic plan goals, strategies and measures Acts as a role model within, as well as outside the Agency Provide friendly, responsive service to the public, community organizations and to those we serve With a respectful and positive attitude, work with low income individuals and families with diverse backgrounds Support, develop and maintain productive relationships required to carry out job activities Demonstrate flexible and efficient time management Maintain the security and confidentiality of all records and interpersonal interactions Work effectively and cooperatively with community partners and co-workers.
Participate in and/or lead Agency committees Embrace our commitment to DEI REPORTING TO THIS POSITION ARE: Agency Support ESSENTIAL FUNCTIONS: Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, and overseeing supplies and equipment.
Oversee day-to-day office activities as main point of contact and keep leadership and administrative team informed.
Participate in weekly Leadership Team check-in meetings.
Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; mailing and shipping packages; and other administrative duties as requested.
Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.
Assist with agency communications and marketing including agency newsletters, brochures, business cards, social media and PowerPoint presentations.
Assist with the set-up, orientation, and training of staff.
Assist in preparing training materials for team members (handouts, ordering materials, etc).
Serve as the primary contact with service provider vendors for internal and external property, building and vehicle maintenance.
Assist with agency technology and asset management.
Coordinate, collect and timely submit materials for monthly Board of Director meetings Make arrangements for meetings and training sessions (food, supplies, facilities, etc.
) Directly communicate with the Board of Directors regarding monthly meetings and other correspondence deemed necessary by the Executive Director.
Agency and Division Support Represent Agency in the communities we serve Compile and submit required reports and data to Supervisor and Executive Director Assist with other program projects as requested by Supervisor Attend and participate in agency, community, and state meetings important to effective Agency operations Seek out additional training to enhance personal development Provide support to Divisions as requested Availability to work designated Agency hours for your Division and position Commit to, embrace, and uphold the CAPLP Core Values Raise the Bar: We always strive for excellence and never settle for the status quo – Be your best self; Hold yourself and your team accountable; Always best practice Be Brave: We challenge ourselves to go further than before, endure obstacles and try new things – Think outside the box; Take risks; Say the hard things … be part of the solution Do the Right Thing: We have the strength of character to do the right thing even when it’s not easy – Lead by example; Be mission-driven; Be professional and ethical .
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even when no one is looking Care for Each Other: We respect, trust and care for ourselves, our customers and our teammates – Be kind; Assume the best; Take time to build relationships; Celebrate success Help People: We help people to help themselves and each other, focusing on those who need us the most – Show compassion; Embrace diversity; Go the extra mile