SR. OFFICE MANAGER

NHA•San Diego, CA

18h

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, assists 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. EXAMPLES OF ESSENTIAL DUTIES: The duties listed below are intended only as illustrations of various types of work that may be performed. The omission of a specific statement of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

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.
Training and Experience: A typical way of obtaining the knowledge, skills, and abilities outlined above is 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.