Catholic Charities Jacksonville – Office Manager

Description

Essential duties and responsibilities

• Provide direct administrative supports 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, 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 department 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. Tasks and Functions • The position involves handling highly confidential and sensitive information and interaction with staff at all levels of the organization. • Adhere to agency standard of ethical conduct and maintain professional boundaries with clients. • Respect client confidentiality always within the Agency, at home, in public, in meetings and in consultations with co-workers and outside providers. • Sensitivity to the served population’s cultural and socioeconomic characteristics. • Attend all Agency meetings as required. • Participate in in-service activities, training, continuing education, conferences and workshops for professional development and compliance with grant and Agency policies. • Keep detailed records, including notes, of every pickup, per Agency and program guidance. • Correctly enter required information in the prescribed databases. • Make documentation or data entry corrections in a timely manner. • Comply with regulatory, statutory, contractual, grant and Agency standards for timeliness, completeness and accuracy when preparing and maintaining paperwork and required reports. • Comply with Diocesan and Catholic Charities Bureau, Inc. general policies, regulations, and procedures.

Qualifications

• Ability to report to work on time, follow directions from supervisor and accept constructive feedback. • Effective interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. • Ability to interact effectively, compassionately, and respectfully with clients, visitors, staff and board members. • Strong typing and computer skills are required, including knowledge of and proficiency with Microsoft Word, Outlook, Excel, and other software programs. • Excellent organizational skills and able to perform multiple tasks simultaneously. • Ability to organize, prioritize and meet deadlines. • High level of personal initiative and ability to work with minimal oversight. • Ability to act calmly in crisis situations and to resolve conflicts in a constructive and effective manner. • Exceptional interpersonal skills and the ability to foster a cooperative work environment. • Enthusiasm and the ability to thrive in an atmosphere of constant change. • Ability to understand and follow agency policies and procedures. • Ability to learn agency specific software. • Excellent customer service skills. • 25% travel is required for this job. • This position requires that you drive your personal automobile or vehicle on agency business on behalf of Catholic Charities Bureau, Inc. Therefore, you must be at least 21 years old and have a current valid Florida Driver’s License with no more than 5 points on your Florida driver’s license within the last three years and no DUI convictions. You are required to carry automobile liability insurance in the amount of at least $50,000 for each person, $100,000 for each accident or occurrence for bodily injury, and $25,000 for property damage. Additionally, if transporting children, employees must be at least 25 years old and have increased limits of 100/300/50. Please read the CCB Automobile and Driving Policy for full driving requirements.

Education and Experience

• Bachelor's degree preferred. • A minimum of 5 years administrative support experience. • 3 years of office manager support experience, preferred. • 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.

Salary/Salary Range

$39,000 to $41,000 annually

How to Apply

https://hr.dosafl.com/careers/?gnk=job&gni=8a7883ac8a24e3c4018a27b5c7a31e01&gns=InternalApplicant