The Office Manager performs the more sensitive, difficult, confidential, and complex office functions. Responsible for greeting office guests, office supply inventory and ordering as well as coordinating office activities including all staff meetings and data collection for agency reporting. Performs administrative duties for management team including making arrangements for Advisory Board meetings, preparing reports and correspondence; and performing customer relations to support Catholic Charities’ presence in the community.
Essential duties and responsibilities
Provide direct administrative support to the Regional Director, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating databases. Provides general administrative support for the office to ensure its smooth operation. Maintains office services by organizing office operations and procedures, preparing correspondence, designing filing systems, reviewing, and approving supply orders. Coordinates meetings, including booking rooms and making arrangements such as meal or beverage service. Confirms attendance of others for meetings. Works closely with building property owner on building requirements and procedures to alert staff of any changes in expectations for building safety issues. Keep a focus on office security. Maintains office system of designated electronic key fobs, visitor entry protocols and office alarms. Processes all incoming mail. Determines whether certain pieces should be forwarded to other departments and forwards as appropriate. Sends out mail, requesting special handling or services as needed such as express or special delivery. Prepares presentations and materials, including letters, memos, agendas, papers, transparencies, slide presentations, proposals, outlines and forms. Establishes electronic and paper filing systems for the office that permit the quick retrieval of information as needed. Maintains all physical and electronic files, including those that contain correspondence, reports, expenses, proposals, and miscellaneous items. Maintains materials on office-based computer server. Maintains confidentiality of records. Ensures that stored information can be quickly retrieved by appropriate staff. Performs a variety of duties specific to various departments such as collection and organization of special materials needed for use by department staff, and preparation of special reports. Ensures that the office equipment is always operational. Other duties as assigned by the regional director
Clear a Level II background screening. Clear a reference check (professional and personal) Clear a local background check from the county in which you reside. Clear a Motor Vehicles Records check. Provide proof of and maintain a minimum personal auto insurance according to agency standards. Provide a copy of all certifications prior to your first day of employment. Clear an E-Verify check. Valid Florida state driver’s license.
Education and Experience
Bachelor's degree preferred. A minimum of 5 years administrative support experience. 3 years of office manager support experience, preferred.