OFFICE MANAGER/ ADMINISTRATIVE ASSISTANT/ CLERICAL

 

PURPOSE OF THE POSITION:  Under general supervision, perform complex and highly responsible specialized functions within the housing resource and rental assistance program.

REPORTS TO:   Shelter Director and/or Program Director

SUPERVISES:  N/A

SPECIFIC RESPONSIBILITIES:

Under the general direction of the Shelter Director and provides support to all departments within the shelter program.  Responsibilities include but are not limited to:

Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions. Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments. Completes operational requirements by scheduling and assigning employees; following up on work results. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends. Maintains office staff by recruiting, selecting, orienting, and training employees. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions. Contributes to team effort by accomplishing related results as needed

 

QUALIFICATIONS:

Modern management principles, practices, and techniques of office administration, organization and operation. Principles, methods and procedures utilized in the preparation and management of a department budget. Principles, methods and procedures utilized in the purchase of departmental supplies and equipment. Advanced computer skills, including word processing, graphics and spreadsheet applications. Modern office efficiency, office equipment, bookkeeping and record keeping procedures and methods. Principles of training and performance review and correction. Effective communication techniques. Ability to type 45 words per minute (net corrected). Bachelors degree required with experience in business or a related field.

RELATIONSHIP WITH OTHERS:

In addition, employees need to possess the following characteristics:

Be team player. Have a strong sensitivity to cultural differences present among staff and clients. Possess a strong belief in people’s ability to grow and change; forge a mutually respectful partnership with persons served and their families. Ability to set limits and maintain helping role of practitioner and to intervene appropriately.

 

WORKING CONDITIONS:

Work is performed in an office setting. Operates standard office equipment, including computer keyboard, telephone, fax machine, copier, and calculator. Must be able to work well under pressure in a fast-paced environment.

 

SCOPE OF RESPONSIBILITY:

Coordinates the office activities of the department, determines priorities, monitors work flow, plans, organizes and directs organizational administrative programs and projects. Coordinates and implements the personnel records keeping functions, purchasing activities records and payroll records systems for the department.  Compiles materials/information and prepares reports, manuals, publications and news releases. Maintains personnel records, confidential investigations and records security in accordance with State law and City policy. Perform related duties as assigned.