Office Manager
OFFICE MANAGER
Position
Standing Together to End Sexual Assault (STESA) is looking for an Office Manager to work with a team that is highly collaborative while being able to get the job done independently to ensure STESA operations run smoothly. At STESA each staff person is valued and considered an integral part of the organization. Experience in handling a wide range of administrative and executive tasks is a plus. STESA’s Office Manager must be able to address and respond to various day to day questions and tasks ranging from computer support, provide administrative support to workplace safety. A self-starter, resourceful, and adaptable individual with the ability to work with a diverse staff, volunteers, and community members on a day to day basis.
Classification and Benefits:
Full-time, Non-Exempt with benefits including Healthcare Insurance, Vacation, Sick Leave, Employee Retirement through SIMPLE IRA
SAMPLE OF DUTIES AND RESPONSIBILITIES
Administrative:
- Coordinate and ensure oversight use of office space and facility.
- Coordinate the preparation and implementation of bulk and special mailings.
- Assists with recruitment and other related tasks.
- Sort financial and programmatic documents in order to properly store or dispose of documents.
- Ensure facility and office equipment maintenance.
- Ensure proper maintenance of the security system for STESA’s facility. Trains all staff and volunteers on the use of security system.
- Responsible for developing workplace safety and health standards and conduct trainings to enhance and review procedures.
- Assist with grants management, including research for grant proposals and obtaining bids.
- Assist with fundraising activities.
- Provides orientation and training of new employees with information regarding employment benefits and standards.
- Arranges for orientation and new employee safety training in accordance with regulations established by the Cal/OSHA.
- Manage relationships with vendors and other service providers
- Ensure the purchase of supplies and materials necessary for administrative and programmatic activities. Ensure proper financial tracking of all purchases. Ensure accuracy of invoices.
- Provide administrative support to Crisis Intervention, Long-term Counseling & Education Programs. This includes copying/printing of materials and other necessary tasks.
- Assist with generating grant reports and analyze accuracy of data.
Computer and Equipment Support:
- Provide technical support on computer and telephone systems.
- Maintain STESA’s website and update regularly.
- Implement a computer back-up system for all agency computers. Maintain the integrity of the back-up system.
- Ensure the computer network and email systems function properly. Ensure maintenance of all databases.
Supervision of Staff:
- Supervise and train Administrative Assistant
- In the absence of the Administrative Position, performs duties as necessary to ensure continuity of services and office accessibility. Serves as back-up or coordinates coverage by Administrative Staff Members.
Physical requirements:
- Sit for 80% of the working hours.
- Type at a computer keyboard while seated at a desk.
- Lift and carry for brief periods up to 25 pounds from the floor to shoulder level.
- Bend, stoop and stand while filing in binders and files.
- Twist and reach while at a desk or computer terminal.
- Maintain physical and mental composure while dealing with emergencies, crisis situations and deadlines.
- Hear and speak well enough to converse over the telephone or in person at all times.
- Legally and physically be able to drive her or his vehicle during and after work hours while on agency related business.
Qualifications and Skills:
- Knowledge of office management responsibilities, systems and procedures.
- Bilingual Spanish/English Preferred.
- Experience and knowledge of computer systems software programs and ability to provide technical support.
- Experience and knowledge of databases and with the ability to develop expertise to train others.
- Experience managing databases such as donor databases.
- Ability to work independently and with excellent organizational and time management skills. Ability to prioritize work.
- Ability to inform and transmit information
Education and Experience Requirements:
- AA required or two years’ experience in successfully managing office operations and facilities.
- Knowledge of office management responsibilities, systems and procedures.
- Develop standards and promote process improvement
- Proficient with office software
The job description is not intended to be all-inclusive.
To apply for this position, please submit the following:
1)Download and complete STESA’s Employment application (Download Here!).
2) Cover letter
3) Resume
4) Three references
Forward documents to Arcelia Sención and submit all materials online at www.sbstesa.org
STESA will make reasonable accommodations for the known physical or mental disabilities of an otherwise qualified applicant or Staff Member, unless this would create an undue hardship for STESA. If you require an accommodation in order to perform the essential functions of your job, immediately notify your supervisor or STESA’s Associate Director of this need and describe the requested accommodation. STESA will consider any such request as well as alternatives that might allow you to perform your job. STESA reserves the right to determine what, if any, reasonable accommodation it will implement following a request.
EEO