Posted: 10/14/2020

Job Title: Office Manager
 

1. POSITION SUMMARY: Office Manager position will be responsible for organizing office operations and overseeing administrative support.
Provide administrative support to Housing Opportunities, Inc.
 
 
 
Reports to:
Director of Finance
   
Employment Status:
Full Time Non-Exempt
   
2. JOB REQUIREMENTS
 
Education Required:
Must have a high school diploma/GED
 
License/ Certification Required:
Driver’s License
 
Other Skills Required:  
  • Able to provide consistent excellent customer service to all internal and external customers, clients, and co-workers. Be friendly and upbeat, and present a positive attitude.
  • Proficient in using Windows Operating System, Microsoft Office applications including Excel and Word. Able to learn web-based property management system.
  • Must demonstrate strong interpersonal, speaking, and writing skills.
  • Must be able to solve complex problems independently.
 
3. ORGANIZATIONAL RELATIONSHIPS/ AUTHORITY
 
ORGANIZATIONAL RELATIONSHIPS
 
Internal Contacts: This position will routinely have contact with the Staff, Clients, Community Members, Donors and Board of Directors.
 
 
4. PHYSICAL DEMANDS
Describes the type, intensity (how much), frequency (how often) and duration of the physical demands or mental capabilities required by the job.
  • Must have the physical ability to carry or move food pantry items weighing up to 50 pounds.
  • Must have the mental and visual ability to read and interpret.
  • Must have the physical ability to navigate one flight of stairs multiple times daily as the building does not have an elevator.
 
5. WORKING CONDITIONS/ ENVIRONMENT
Describes irregular or unusual work schedules and any conditions of the physical environment that an employee may fine unpleasant or hazardous.
 
  • The employee will attend some meetings outside of normal office hours.
 
6. JOB FUNCTIONS
 
Key Accountability Operations of the organization
Duty Statement
  • Have a working knowledge of total program operations.
  • Greet visitors at the front desk.
  • Pleasantly answer the phone for Housing Opportunities and route calls to appropriate staff or answer general information questions directly.
  • Respond to all calls for information
  • Retrieve and open mail each day. Deposit outgoing mail daily into outside mailbox.
  • Manage large mailings.
  • File all HO related documents in central files and maintain central files.
  • Set up and scan files for each new grant received
  • Maintain and order office supplies as needed; including forms, letterhead, envelopes, routing slips and other necessary documents.
  • Track and file continuing education information for staff.
  • Create flyers, business cards, and other informational material as needed following branding guidelines.
  • Assist Development staff as needed with events, flyers, social media, etc.
  • Prepare purchase requisitions each day for bills received by mail or from staff, including credit card purchases, with expense tracking information for recording in our accounting system.
  • Complete paper receipts for donors and for miscellaneous (non-rent) money received. Provide month end receipt book totals to Finance Department.
  • Accept rental payments from tenants received in person or by mail and enter into RealPage property management software.
  • Schedule staff meetings and take minutes at staff meetings.
  • Set up new fiscal year folders on Housing Opportunities storage drives for board meetings, staff meetings, etc.
  • Manage the postage machine. Provide month-end postage log to Finance Department.
  • Coordinate IT services. Provide primary contact with Cardinal Point to set up new staff desktops and when employee is no longer employed by HO, troubleshoot computer issues, etc.
  • Coordinate phone operations. Provide primary contact with NITCO to add new employees, change past employees, troubleshoot minor phone issues, address major phone issues.
  • Coordinate copier/printer operations. Provide primary contact with Pulse Technology to troubleshoot printer issues. Maintain toner supplies.
  • Support Housing Opportunities staff in their work in a variety of ways.
Percentage of Time 90%
 
 
 
 
 
Key Accountability Community Relations
 
 
 
 
 
  • Develop and maintain relationships within the community.
  • Maintain professional and compassionate relationships in performing job responsibilities and as a representative of Housing Opportunities.
  • Maintain relationship with Housing Opportunities food pantry volunteer, manage incoming in-kind donations, and relay pantry needs to Director of Development.
  • Manage marquee sign.
  • Prepare and send Board Packets ahead of board meetings.
  • Attend Housing Opportunities’ board meetings, whether in-person or virtual. Record board minutes and board attendance.
  • Assist in preparation for organizational meetings, including reserving space for surveys/site visits, conferences, meeting, and other activities involving Housing Opportunities, Inc. board members, and/or committee members. Gatherings may be in-person or virtual.
  •  Assist in events hosted by Housing Opportunities
Percentage of Time 10%
 
 
 
 7. GENERAL RESPONSIBILITIES
 
1.Attend all agency meetings, as required.
 
  1. Ensure compliance with agency policies and procedures, funding source requirements, related regulatory bodies as appropriate.
 
  1. Complete at least six hours of training annually.
 
  1. Special projects as assigned.
 
 
ACKNOWLEDGEMENT
 
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the role.
 
       Employee:                                                                        Direct Manager:         
 
       __________________________                                     _______________________________
       Signature                                                                          Signature
 
   
      __________________________                                      ________________________________
      Date