JOB DESCRIPTION

 

Job Title: OFFICE MANAGER

Immediate Supervisor: Surrey Site Program Director

Job Summary: A non-bargaining unit position providing executive and administrative support to the agency.

Supervises clerical staff and participates in their recruitment and selection. Participates in the coordination of administrative and clerical work in an office and supervisor of building maintenance. The successful candidate is an organized administrative professional who is able to take control of any task and take initiative to see what needs to be done and be prepared to take direction.

Key Duties and Responsibilities:

1. Orients and trains clerical staff. Assigns work, provides direction to clerical staff and ensures that assigned tasks are completed. Ensures effective and appropriate clerical staff coverage. Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.

2. Attend board meetings and/or committee meetings, take minutes, and prepare, distribute, and liaise with board members regarding board issues, meetings, events, and memberships, etc.

3. Responsible for ensuring all building maintenance issues are addressed and order supplies and negotiates purchase prices with vendors as required. Liaise with program supervisors and program directors in the facility needs of their program requirements.

4. Coordinates training with help from staff in facility arrangement, registration of attendees, and other clerical needs of the training.

5. Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.

6. Responds to outside inquiries about services offered by the organization. Communicates with other community service agencies and/or ministries regarding client enrolment in and attendance at programs.

7. Basic website maintenance such as updating information and to our intranet communication protocol as needed. Act as IT support during Systems Administrator’s absence.

8. Tracks office or program expenditures by recording expenses, orders and maintain office, janitorial and other supplies as needed and authorizing purchases. Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions.

9. Collects, researches, organizes and summarizes data from a variety of sources and produces reports such as program status and board reports.

10. Maintains client and program information using spreadsheet and/or database software.

11. Produces ad hoc reports from databases as required by the supervisor by identifying and organizing the required information, compiling data, designing format, and printing reports.

12. Performs other related duties as required.

Qualifications:

• Minimum of 5 years of ever increasing office administration responsibility
• Excellent Administrative Skills
• Strong Microsoft Skills a must, especially mail merges, charts, and tables
• Advanced knowledge of all Microsoft Office 2007 software including Word, Excel, PowerPoint, Outlook, publishing software, and Access.
• Demonstrated mastery of publishing documents that contain both text and illustrations with good design capacity.
• Highly developed written and verbal communication skills, with excellent minute taking skills
• Strong organizational, prioritizing, and multi-tasking abilities
• Maturity and professionalism including strong leadership skills
• Strong interpersonal skills to deal effectively with people and situations within and outside the agency
• Experience working in a small team environment is preferred
• Able to learn new internal systems and software quickly
• Self-starting, highly adaptive and holds self accountable for results
• Basic accounting skills
• Ability to maintain confidentiality
• Surrey site-Responsible for the coordination of SNFSC administration staff duties.

Lcho March 12, 2009