Office Manager

North East Kingdom Community Action•St Johnsbury, VT

23h•Onsite

About The Position

The Office Manager is responsible for optimizing office operations. From administrative tasks to financial responsibilities, the Office Manager works to ensure other employees have what they need to succeed. This support position combines responsibilities that cover facilities management, human resources support, inventory management, and participant intakes. This Office Manager position is located at 1197 Main Street, St.Johnsbury and provides administrative support to the Senior Management team.

Requirements

Must have excellent communication and interpersonal skills.
Must be able to maintain good relations with participants, other staff, and members of the community.
Must have knowledge of basic computer skills and record keeping, including spreadsheet applications.
Proficiency in Microsoft Office products and database management systems.
This position is considered a mandated reporter.
Must be responsible, self-motivated, self-initiated, may need to work flexible hours (program dependent)
Demonstrate positive problem-solving skills in stressful situations.
Demonstrate the ability to work effectively as part of a team.
Demonstrate familiarity with, and sensitivity to the challenges faced by low-income individuals, and some knowledge of the community and available resources to address them.
Maintain confidentiality.
Complete all required trainings and professional development.
HS Diploma or equivalent (required)
Employees in this role are required to undergo a background check in accordance with NEKCA policy, which may include verifying education, employment history, criminal background and driving records.
This position necessitates that employees has access to dependable transportation.

Nice To Haves

1-2 years of relevant experience preferred

Responsibilities

Answers and transfers phone calls
Welcomes and directs visitors upon entry to facility
Utilizes de-escalation techniques and approaches conversations in a compassionate manner
Assist the Senior Management Team in daily operations of the facility including communication, scheduling, and administrative projects
Open the building
Coordinate the mail for the building
Oversee office supply inventory, equipment troubleshooting, and vendor coordination
Maintain a clean and organized workplace and public areas and coordinate signage
Onboard and manage food shelf volunteers
Support data entry for the food shelf
Work as a team member to support colleagues, program and agency as a whole
Attend and participate in staff, agency, and meetings deemed necessary for job performance
Maintain and coordinate a building opening and closing routine
Acting as the office’s primary point of contact in receiving and disseminating building information
Posting and maintaining appropriate signage
Coordinating all facilities and maintenance requests, repairs and visits with Facilities Department
Managing the trash schedule, cleaners schedule and water delivery schedules.
Completing administrative tasks, like completing participant intakes and supporting data entry.
Assisting other employees, such as helping with building orientation
Assisting in event planning by contacting outside resources and coordinating use of the conference room
Regularly monitoring employee and facilities health and safety conditions
Monitoring, ordering, receiving and stock general office supplies
Utilizing O365 Microsoft TEAMS, direct calls utilizing call queues and other TEAMS Phone functionality
Log callers and visitors in accordance with NEKCA policy
Ensure front lobby and phone line have adequate coverage during business hours to ensure participant and staff safety
Assist site manager and staff with programmatic tasks as needed