Assistant Office Manager

San Joaquin ARTS•French Camp, CA

4d•Onsite

About The Position

Under the direct supervision of the Office Manager, the Assistant Office Manager is responsible for office operations of the office including but not limited to: Oversight of reception, administrative support, inventory control and meeting coordination and facilitation. This is an at-will leadership position within a program. Additionally, this position is responsible for the day-to-day supervision of assigned staff who perform the established duties of the program.

Requirements

Graduation from an accredited college with an associate degree
Four (4) years of varied administrative experience
Proficiency in Microsoft Office suite, Outlook
Ability to type 40-50 WPM
California driver’s license
Current vehicle insurance/registration
Reliable means of transportation capable of passing vehicle safety inspection if more than five years old excluding all modes of two-wheeled transport inclusive of bicycles, mopeds and motorcycles

Nice To Haves

Knowledge Of: Turning Point’s Mission, Vision and Core Values.
Knowledge Of: Principles and goals of community mental health.
Knowledge Of: Principles and goals of the “consumer/family driven model.”
Knowledge Of: Psychosocial rehabilitation’s treatment and programming.
Ability to perform crisis intervention strategies.
Ability to read, analyze, and interpret general business reports, professional journals, and/or governmental regulations.
Ability to communicate effectively orally and in writing.
Ability to understand budgeting requirements and budgetary implications for programming.
Ability to work effectively under stress and conflict.
Ability to exercise appropriate judgment and decision making.
Ability to be flexible and adaptable in any given situation.
Ability to work as a member of a team.
Ability to supervise staff, delegate responsibility, and provide leadership and training.
Ability to be well organized, flexible, and self-disciplined.
Ability to plan, organize, implement and evaluate programs.
Ability to get to multiple locations typically via car.

Responsibilities

Prepares and reviews documents for and on behalf of the Regional Director, Program Director or Office Manager as assigned.
Drafts and manages correspondence and files for the Program Leadership.
Manages or delegates conference, meeting and training room calendars.
Keeps minutes for meetings as requested, transcribes minutes from recorded meetings.
Develops office systems and procedures.
Maintains complex hard copy and electronic filing systems and databases.
Conducts research for management and may make recommendations for action within and procedures.
Provides support and oversight in clerical operations including appointments and scheduling.
Provides direction, instruction, supervision and training to Program Support Assistants and Administrative Coordinators as assigned.
Completes agency reports as assigned, inventory control, including purchasing, of supplies as assigned.
Completes preparation, review and dissemination of a variety reports for submission both within the agency and to the County and other entities.
Provides training for staff in office systems, equipment and computer applications.
Troubleshoots computer and network issues in the program and sets up ticket with IT department for repair if unable to resolve the issue.
Establishes and maintains effective and cooperative working relationships.
Maintains petty cash funds for the program in accordance with TPCP fiscal SOP’s.