Job Title: Office Manager
Status: Non-Exempt
Salary: $22.52 per hour
Location: Primary location is Poughkeepsie, NY. This position requires occasional travel to the Middletown, NY office.
Schedule: Mon-Fri, 9am-5pm, 35 hours per week
Reports to: Director of Family Support Services
Function:
This position reports directly to the Director of Family Support Services and is responsible for providing administrative support to the Dutchess County Family Education Program, Orange County Family Education Program and Youth Services. The position requires the performance of various program support activities in addition to more routine clerical work. This position interacts with internal staff, property management staff, and/or people in the community to provide detailed information regarding services. This position enthusiastically supports, practices, and communicates the agency’s Mission and Statement of Values.
Qualifications:
Associate’s degree and one (1) year of full-time general office work experience OR
High school diploma or possession of a high school equivalency diploma and two years of full-time general and administrative office work experience.
Job Responsibilities:
Program Responsibilities
Act as a knowledgeable resource for a specific program, independently performing associated work activities.
Adapt to changes in regulations and modify existing systems related to office paperwork processing.
Communicate with staff, vendors, and the public regarding program events and changes.
Monitor activity and oversee supply and equipment purchases within budgets.
Utilize software packages for word processing, spreadsheets, and database management.
Implement supervisory practices such as scheduling, organizing workflow, and problem-solving.
Operate office equipment accurately and efficiently.
Carry out daily program functions independently.
Assist in onboarding new staff and introduce office procedures and program processes.
Foster collaborative relationships with vendors, property managers, maintenance staff, and community partners.
General Responsibilities
Serve as a resource in the specialized program area for staff, clients, and community members.
Provide clerical support to the Dutchess and Orange Coordinators, Youth Services Social Worker, and Director of Family Programs.
Coordinate calendars and scheduling for the Director of Family Programs.
Handle reception tasks, including greeting and directing clients in person and over the phone.
Manage maintenance needs, security system, leases, snow plowing, and printers.
Assist in coordinating IT needs, such as phones, computers, and printers.
Track and order office equipment, supplies, and program materials.
Schedule trainings, arrange travel accommodations, schedule client transportation, and maintain accurate transportation records.
Manage mail collection and distribution.
Assist in managing purchasing processes, such as completing purchase orders, petty cash and credit card consolidations.
Complete case filing for programs, such as client and program documentation in organized and effective manner.
Assist in completing outcome reports through data collection and organization.
Complete work and reporting functions in a timely manner.
Demonstrate problem-solving skills and strategic thinking.
Build relationships and work collaboratively with others.
Maintain computer literacy and possess strong communication skills.
Exhibit innovative thinking, sound judgment, and excellent time management.
Coordinate office equipment and furniture movement.
Other duties as assigned.
Skills & Abilities: Computer literacy
Strategic thinking
Organizational skills
Client focused
Time management
Communication skills
Innovative thinker and solution-oriented
Sound judgement
We value flexibility and support in our work environment and offer a wide variety or competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal…