OFFICE MANAGER

Neighborhood House Association•San Diego, CA

About The Position

Under the general direction of the VP Head Start Admin, performs a wide variety of highly responsible, complex, and often sensitive and confidential manager and office administrative support functions. Provides responsible, administrative assistance, assist with the work of other office support staff; and performs related duties as assigned, with overall office management responsibilities of the 41st Street NHA facility.

Requirements

Knowledge of office administrative and management practices and procedures
Principles and practices of sound business communication
Correct English usage, including spelling, grammar, and punctuation
NHA organization, rules, policies, and procedures relating to the administration of an NHA section
NHA’s personnel rules and regulations
Basic data processing principles and the use of word processing, computer equipment, and software
Record keeping, filing, and purchasing practices and procedures
Ability to operate a computer terminal and/or computer using word processing, spreadsheet, database, and other standard business software
Type accurately at a speed necessary to meet the requirements of the position
Organize, set priorities, and exercise sound independent judgment within areas of responsibility
Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, rules, and policies
Train others in work processes and procedures
Organize, research, and maintain complex and extensive office files
Compose correspondence from brief instructions
Communicate clearly and effectively orally and in writing
Prepare clear, accurate, and concise records and reports
Maintain sensitive and confidential information
Use tact, discretion, and diplomacy in dealing with sensitive situations and concerned people and customers
Establish and maintain highly effective working relationships with management, staff, the public, and others encountered in the course of work
graduation from high school or GED equivalent and four (4) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience
Incumbent must possess a valid California Driver’s License and insurance and/or access to reliable transportation in order to make site visits.
Must pass and maintain a criminal background check clearance.

Responsibilities

Maintains overall security services of 41st Street and manages contract with vendor security company, related to scheduling.
Plans, organizes, integrates, and monitors various facilities department service requests internally and externally
Direct supervision of staff
Managing 41st Street reception, greeting staff and clients entering the front lobby, and answering phones
Develops, implements, and monitors work plans to achieve goals and objectives
Ensures a high-performance, customer service-oriented work environment which supports achieving and promoting NHA’s mission, objectives, and values
Provides administrative and office support for 41st Street facility, including typing and/or drafting memoranda, correspondence, and other documents and reports
Assist with the preparation of yearly facilities budget projections
Responsible for initiating annual open purchase orders for the incumbent fiscal year, resulting in the issuance of purchase orders used daily and essential to program operations
Tracking and processing Excel logs and PAR sheets; maintaining gas receipts, Home Depot charge card, and invoices
Ensures documents and reports for signature are accurate and complete
Verify check-off list for site opening and closure procedures; maintain training and event calendar for Michael Kemp Room and other 41st Street conference rooms
Responsible for Pest Control maintenance and Service of all sites, as well as trash removal services.
Proofreads and checks typed and other materials for accuracy, such as memos, emails, and requisitions for completeness and compliance with NHA standards, policies, and procedures
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment
Reviews, determines the priority, and routes incoming correspondence
Makes arithmetic or statistical calculations
Organizes and maintains office files
Directs and participates in implementing the section’s records management procedures in accordance with the requirements of NHA’s records management program
Coordinates the purchasing of supplies.

Benefits

15 Holidays Days
401(K) Retirement 6% Match
Paid Vacation and Sick Leave
Tuition Reimbursement up $2,500
2 Personal Days
Group Medical, Dental and Vision Insurance
Agency-Paid Life Insurance and Long-Term Disability Insurance
Live Well Program
4 Paid Days Annual Bereavement (Note Total of 5 days of bereavement leave per loss)
Health and Dependent Care Flexible Spending Account (FSAs)
Voluntary Benefits: Life and AD&D Accident, Short-Term Disability, and Critical Illness Insurance
Free Employee Assistance Program (EAP)