Colorado Nonprofit Association

Office Manager

Job Description Summary:

The Office Manager has an important role at SCCC and is responsible for maintaining a welcoming and professional presence while maintaining a high level of safety and security by managing incoming visitors. Responsible for directing overall front office activities; including facilitating day-to-day operations, providing for the most efficient and effective running of the office. SCCC has a fast-paced, participant-centered front desk, requiring multitasking, high level of organization, and ability to prioritize varying needs. Soft skills include strong active listening skills, flexibility, and the ability to work with a broad range of people and maintain an environment that is conducive to serving people in crisis. 

  

Essential Functions:

(An employee in this position may be called upon to do any or all the following essential functions. These examples do not include all the functions which the employee may be expected to perform) 

  

  1. Answer incoming calls, voicemails and emails and determines the purpose or need, and forwards appropriately.  
  2. Trains and assigns tasks of office volunteers; oversees their work.  
  3. Acts as first level IT support. 
  4. Works with Volunteer & Outreach Manager to recruit and maintain team of front desk volunteers.  
  5. Works with Program Managers and Volunteer & Outreach Manager for continued volunteer education and updates. 
  6. Works with Facilities and Operations Manager to conduct emergency drills. 
  7. Works with the Development Department on external communications. 
  8. Prepares and distributes all accounts payable checks.  
  9. Receives and logs all physical incoming funds (checks, cash, and gift cards). 
  10. Accepts and distributes all mail and courier deliveries.  
  11. Orders office supplies and business cards. 
  12. Maintains vendor relationships and maintenance of office equipment. 
  13. Assists with onboarding new hires. 
  14. Maintains front office cleanliness and organization.  
  15. Provides office support to all SCCC and partner agency staff. 
  16. Participates in SCCC project work as needed. 
  17. Oversees filing systems are organized, maintained and current. Follows document retention policies. 
  18. Schedules and maintains calendars for all SCCC meeting spaces. 
  19. Distributes and tracks keys for staff and co-located agencies. 
  20. Manages phone system including staff training, support, and company communications. 
  21. Assists with staff celebrations, functions, and meetings. 
  22. Participates in Leadership meetings, Safety meetings, All staff meetings and trainings. 
  23. Adheres to and communicates Sister Carmen Community Center policies to participants, donors, and customers. 
  24. Recommends and implements standard operating procedures for continuous office process improvements. 
  25. Adheres to and upholds safety workplace practices; demonstrates responsible use of SCCC Information Technology equipment and adheres to SCCC IT protocols. 
  26. Demonstrates leadership in promoting Justice, Equity, Diversity & Inclusion and supports its organizational goals and initiatives. 
  27. Attends at least 80% of All Staff and In Service meetings.  
  28. Other duties as needed and assigned. 

  

Minimum Job Requirements/Competencies:

JOB REQUIREMENTS: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. May perform other duties as assigned. Regular attendance is an essential function. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

· HS diploma or GED 

· Bilingual in English/Spanish 

· Two to Five years office administration experience 

· Excellent customer service skills -uses discretion and tact to manage difficult participant/customer service situations; responds promptly to customer needs, solicits customer feedback to improve service 

· Excellent organizational skills 

· Attention to detail 

· Ability to manage multiple responsibilities at once by focusing on one task while keeping track of others 

· Maintain professional and confidential work environment. 

· Information gathering and monitoring 

· Working knowledge of mail processes including postage machine, Federal Express, UPS. 

· Excellent communication and interpersonal skills.

· Neat appearance and manner.

· Must be able to work with a diverse workgroup and serve families with diverse economic, social, racial, linguistic and cultural backgrounds including but not limited to: unhoused, undocumented, refugees etc. 

· Understanding of Equity, Inclusion, and Diversity initiatives and strong passion to build understanding around how to create a more equitable organization and community for all stakeholders.  

· Demonstrate commitment to valuing diversity and contributing to an inclusive working and Learning Environment. 

· Be open minded to change and learning 

· Basic computer skills (Microsoft Office – Word, Excel), E-mail system; experience working with data base 

· Initiative – demonstrates willingness to increase administrative knowledge and skills; SCCC organizational knowledge, and computer skills 

· Dependability – the individual is consistently at work on time, follows instructions, responds to management direction, and solicits feedback to improve performance. 

· Problem solving – the individual identifies and resolves problems in a timely manner and gathers information skillfully; seeks ways to improve office processes and procedures. 

· Strengths-Based, Motivational Interviewing, and De-escalation training – SCCC will provide training.  

  

Preferred Job Requirements:

· Microsoft Publisher and other Microsoft Exchange products experience  

· Accounts payable and receivable experience; QuickBooks experience  

· Intermediate level Microsoft Office 

· Non-profit or comparable experience 

  

Physical Requirements:

This position requires sitting in a standard office for 8 hours per day, and the occasional requirement to move 10-30 pounds
with help of team member, if needed. Positions self to get the work done 

WORK ENVIRONMENT: Office environment, moderate noise. 

Benefits:

Benefit eligibility is based on job type/status: 

Ø Dental and Vision Benefits 

Ø Health Insurance 

Ø Employee Assistance Program 

Ø Flexible Spending Account 

Ø Life Insurance 

Ø Paid Time Off  

Ø 11 Paid Holidays plus additional Floating Holidays 

Ø Retirement Plan 

Ø Professional development assistance 

For a complete list of our benefits please visit our website www.sistercarmen.org under employment.

  

Position will remain open until filled