Office Manager (5:30am - 2:30pm)

Chimes•Baltimore, MD

6h•$84,373

About The Position

Pay Rate: $84,372.53 Schedule: Monday - Friday 5:30am - 2:30pm Essential Functions: Manages and evaluates the administrative assistants and ensures accuracy and timeliness for all work processes Coaches, mentors, and disciplines administrative staff Responsible for making sure that all policies and procedures are followed to contract specifications and that all records are kept in an organized accessible manner Acts as an authorized signer for the issuing and the renewal of all site badges Responsible for ensuring that documentation for security clearances is accurate and acceptable Responsible for signing off on all parking passes and managing the passes Responsible for employee locker assigning. Responsible for corporate and MAA audits Responsible for ensuring that time sheets, time clock, and payroll is accurate and turned in on time. Responsible for administering payroll corrections Responsible for ensuring that Sign In Logs are completed and filed Responsible for making sure office supply levels are adequate to cover operations and that the monthly Staples Order is acceptable and within budget. Make Staples orders as needed. Responsible for maintaining the information posted on Chimes bulletin boards in coordination with the Project Manager and HR. Responsible for making sure that all internal and external customers are greeted professionally and that issues are handled appropriately Complies with all Agency policies and procedures and follows contract specifications Maintains effective, efficient, and positive relationships with government facility staff Attends meetings with government, facility, and customer representatives as necessary Presents ideas and recommendations to Project Manager and CA based on contract needs Assesses, analyzes and solves or suggests solutions to administrative challenges Ensures that management is informed of all work projects and outcomes Ensures timely, accurate completion of all communications Passes and complies with CPR/first Aid and OSHA training Complies with and ensures staff compliance with all building and security requirements Maintains proper security standards for Chimes facilities and property Secondary Functions: Assumes other duties, responsibilities, and special projects as needed Duties, responsibilities, and tasks may change at any time with or without notice Physical Abilities Needed to Meet Work Demands: Ability to stand or walk for long periods of time Ability to go up and down stairs Ability to reach above the head, bend, kneel, stoop, and crawl Ability to lift, carry, and push up to 50 lbs. as needed Ability to work in dusty spaces or adverse weather conditions Ability to see details on the floor, above the head, or on surfaces Job Competencies Needed for Success on the Job: Ability to work independently and collaboratively with others Ability to maintain confidentiality Ability to work in a constant state of alertness and with safety always in mind Ability to communicate effectively with employees and government staff Ability to teach, coach, mentor, supervise/manage and develop others Ability to make decisions and solve problems Ability to plan, implement, organize, and prioritize Ability to be flexible and dedicated to quality and customer service/satisfaction Ability to manage multiple tasks effectively Ability to react immediately to emergency situations Ability to analyze data and recommend corrective action Ability to read, write, and speak (communicate and relate information) English Ability to use technology for completion of specified job duties Ability to manipulate numbers Ability to maintain and submit reports, logs, and other paperwork in a timely manner Ability to understand and apply technical written material Ability to understand and comply with safety procedures and environmental requirements Ability to operate machinery without posing a safety hazard to self or others Ability to use and care for equipment and cleaning supplies properly Ability to complete tasks in a timely manner with numerous interruptions Ability to attend work regularly and remain on site for scheduled shift Ability to work a flexible schedule as required Ability to attend and participate in training and work related meetings Ability to demonstrate integrity and ethical standards in job performance Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner Ability to provide guidance, direction, and technical support Ability to comply with all building, security, and company policies and procedures Other requirements: Valid driver’s license from state of residence and ability to drive License must have been valid for at least 3 years If driving a 15 passenger van, must be at least 25 years old Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures Essential Personnel: This position is designated as essential. This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility. Education: College degree in business preferred or equivalent experience Knowledge and understanding of basic accounting principles Knowledge of standard office practices Knowledge about regulations for OSHA, SDS, Fire and Safety, Hazard Communications and Bloodborne Pathogens Valid CPR/FA certification preferred Experience: Two (2) plus years in managing business office on a contract of similar scope and size Two (2) plus years in supervising staff Excellent time management skills and ability to multi-task Excellent MS Office Skills Notes: At the discretion of the Personnel Officer, additional related experience and/or education may be substituted in lieu of the requirements specified above under Education and Experience What’s in it for you? Total Rewards (For Full-Time Employees = >30 hours/week): Competitive Pay Medical, Dental, and Vision Insurance Tuition Reimbursement options Flexible Spending Accounts (Health, Dependent, and Transportation) Life Insurance Disability Insurance Paid Time Off 403(b) with Employer Match Employee Recognition Programs Employee Referral Bonus opportunities Discounts through “Tickets at Work” Discounts on Verizon mobile service And More! Want to learn more? To learn more about Chimes, and how you can achieve personal and professional growth within a purpose-driven organization, visit us at: https://chimes.org/Careers. #cdc202

Requirements

Valid driver’s license from state of residence and ability to drive
License must have been valid for at least 3 years
If driving a 15 passenger van, must be at least 25 years old
Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures
College degree in business preferred or equivalent experience
Knowledge and understanding of basic accounting principles
Knowledge of standard office practices
Knowledge about regulations for OSHA, SDS, Fire and Safety, Hazard Communications and Bloodborne Pathogens
Valid CPR/FA certification preferred
Two (2) plus years in managing business office on a contract of similar scope and size
Two (2) plus years in supervising staff
Excellent time management skills and ability to multi-task
Excellent MS Office Skills
Ability to work independently and collaboratively with others
Ability to maintain confidentiality
Ability to work in a constant state of alertness and with safety always in mind
Ability to communicate effectively with employees and government staff
Ability to teach, coach, mentor, supervise/manage and develop others
Ability to make decisions and solve problems
Ability to plan, implement, organize, and prioritize
Ability to be flexible and dedicated to quality and customer service/satisfaction
Ability to manage multiple tasks effectively
Ability to react immediately to emergency situations
Ability to analyze data and recommend corrective action
Ability to read, write, and speak (communicate and relate information) English
Ability to use technology for completion of specified job duties
Ability to manipulate numbers
Ability to maintain and submit reports, logs, and other paperwork in a timely manner
Ability to understand and apply technical written material
Ability to understand and comply with safety procedures and environmental requirements
Ability to operate machinery without posing a safety hazard to self or others
Ability to use and care for equipment and cleaning supplies properly
Ability to complete tasks in a timely manner with numerous interruptions
Ability to attend work regularly and remain on site for scheduled shift
Ability to work a flexible schedule as required
Ability to attend and participate in training and work related meetings
Ability to demonstrate integrity and ethical standards in job performance
Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner
Ability to provide guidance, direction, and technical support
Ability to comply with all building, security, and company policies and procedures
Ability to stand or walk for long periods of time
Ability to go up and down stairs
Ability to reach above the head, bend, kneel, stoop, and crawl
Ability to lift, carry, and push up to 50 lbs. as needed
Ability to work in dusty spaces or adverse weather conditions
Ability to see details on the floor, above the head, or on surfaces

Responsibilities

Manages and evaluates the administrative assistants and ensures accuracy and timeliness for all work processes
Coaches, mentors, and disciplines administrative staff
Responsible for making sure that all policies and procedures are followed to contract specifications and that all records are kept in an organized accessible manner
Acts as an authorized signer for the issuing and the renewal of all site badges
Responsible for ensuring that documentation for security clearances is accurate and acceptable
Responsible for signing off on all parking passes and managing the passes
Responsible for employee locker assigning.
Responsible for corporate and MAA audits
Responsible for ensuring that time sheets, time clock, and payroll is accurate and turned in on time.
Responsible for administering payroll corrections
Responsible for ensuring that Sign In Logs are completed and filed
Responsible for making sure office supply levels are adequate to cover operations and that the monthly Staples Order is acceptable and within budget.
Make Staples orders as needed.
Responsible for maintaining the information posted on Chimes bulletin boards in coordination with the Project Manager and HR.
Responsible for making sure that all internal and external customers are greeted professionally and that issues are handled appropriately
Complies with all Agency policies and procedures and follows contract specifications
Maintains effective, efficient, and positive relationships with government facility staff
Attends meetings with government, facility, and customer representatives as necessary
Presents ideas and recommendations to Project Manager and CA based on contract needs
Assesses, analyzes and solves or suggests solutions to administrative challenges
Ensures that management is informed of all work projects and outcomes
Ensures timely, accurate completion of all communications
Passes and complies with CPR/first Aid and OSHA training
Complies with and ensures staff compliance with all building and security requirements
Maintains proper security standards for Chimes facilities and property
Assumes other duties, responsibilities, and special projects as needed
Complies with all building, security, and company policies and procedures