Office Manager

YWCA Clark County•Vancouver, WA

6d•$28 - $29•Onsite

About The Position

The Office Manager is responsible for ensuring the smooth operation of the YWCA Clark County office. This role involves a blend of general and HR administration, facilities administration, and upholding the organization's core values related to social justice, racial equity, and anti-racism. The position requires strong communication, problem-solving, and technological skills, along with a commitment to providing superior service and maintaining professional boundaries. The YWCA Clark County emphasizes diversity and inclusion, encouraging applications from individuals who may not meet every single qualification but are excited about the role and its mission.

Requirements

High school diploma or GED.
At least six months of experience in a receptionist or customer service oriented role that involves email communication, managing a multi-line phone system, and fax machines.
Ability to provide superior service: use active listening skills during initial and subsequent face-to-face conversation with participants, staff, and community partners to ensure all relevant questions and concerns are properly addressed or routed to the correct person.
Ability to maintain strong boundaries: maintain strong personal/professional boundaries at all time to make sure that work is spent supporting the participants and furthering the mission of the program and organization.
Ability to adapt: the only constant is change – expecting and being open to change is a critical part of this position and is a necessary component of being in a service oriented field.
Strong problem solving skills: resourceful and able to resolve challenges while knowing when it's time to stop and ask questions or seek additional guidance.
Strong technological skills: effectively use common software programs (like MS Office, Excel, and PowerPoint) to fulfill position related expectations. Extensive knowledge of Excel.
Strong history of dependability: arrive on time at work every day; promptly communicate with your supervisor about any last minute schedule changes due to illness and provide at least a months' notice before scheduling any vacation or prolonged personal time off.
Strong soft-skills: with little to no prompting, adapt work and communication style to mitigate and/or de-escalate crisis, and to best support our participants, staff, and community partners.
Critical thinking through the lens of racism and intersections with poverty.
Knowing the core principles of anti-racism and grounding those principles in everyday work.

Nice To Haves

Bilingual skills (differential pay provided)

Responsibilities

Assure that participants, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background.
Gain approval for, track, and engage in activities that meet the organization’s 1% for Social Change requirement.
Think through the lens of racial equity and its intersections with poverty. Use the core principles of anti-racism and grounding those principles in all daily tasks.
Incorporate the YWCA’s commitment to social justice by understanding how racism, sexism, classism and other oppressions intersect and are embedded in institutions. Seek opportunities for continued learning about racial, gender and class equity.
Deescalate situations as they arise and provide advocacy as needed.
Reserve meeting rooms for staff and community partners as needed.
Maintain proper opening and locking procedures for the office.
Ensure the common areas are stocked and out-of-stock supplies are promptly ordered.
Respond to all incoming calls on a multi-line phone system in a manner that is both professional and welcoming.
Ensure that all forms / brochures are stocked and readily available at front desk.
Process cash/checks received according to procedure to ensure proper audit controls.
Prepare outgoing mail for the postal service and other carriers.
Assist with clerical duties including faxing, copying, scanning, filing, sorting, etc. as needed.
Creating and maintaining staff phones with mobile phone vendor.
Receive, sort and distribute incoming mail, faxes, and UPS and FedEx deliveries.
Assisting with collection and filing of documents for HR Office.
Developing “How To” Guides for staff.
Provide administrative support to projects throughout year in partnership with Executive Assistant.
Communicate with vendors for maintenance visits, repairs and supplies.
Process approved supply orders and ordering, stocking of custodial supplies.
Order, stock and maintain inventory of facility supplies. Verify orders for accuracy and completeness.
Inputting documents for fire code inspections – hot water heaters, etc.
Generate and maintain daily, weekly, monthly, and annual maintenance calendar.
Receive facilities request and distribute to facilities manager.