The Office Manager/Executive Assistant to the Director supports the mission of Front Steps Housing and Services to provide individuals and families who are mentally disabled and/or economically disadvantaged in Cuyahoga County with permanent supportive housing and lifelong solutions to increase self-sufficiency and independence. This position will be responsible for the managing the office operations of the organization and being the executive assistant to the Director of the organization.
In accordance with the philosophy, mission, and policies of this organization, duties of the incumbent include, but are not limited to:
OFFICE MANAGEMENT DUTIES
Manage office operations and procedures including:
- Managing payroll process
- Manages audit preparation (internal and external)
- Process accounts payables on a weekly basis
- Controls banking needs including preparing deposits; administering HSA’s and 403b’s
- Controlling incoming and outgoing correspondence including preparation of mailing lists and mailing materials
- Composing written correspondence as needed
- Maintaining filing systems and proper office records including data bases, mailing lists, etc.
- Reviewing and approving requisitions as assigned
- Managing use and maintenance scheduling of all office equipment – copier, fax, printers, computers, etc.
- Managing vendor relationships
- Ensures compliance with agency practices, policies procedures, CARF standards, safety/security measures with a high level of confidentiality
- The Corporate Compliance Officer for the agency
- Managing the update of policies and procedures and communication to staff in a timely manner
- Managing, controlling and ensuring security of confidential information including personnel files, recruitment information, organizational changes, data and files
- Administration of employee benefits process, salary, and HR procedures
- Managing the work of administrative staff as required
EXECUTIVE ASSISTANT TO EXECUTIVE DIRECTOR DUTIES
Support the goals and directives of the Director and Board by:
- Ensuring compliance with agency practices, policies, procedures, safety/security measures with a high level of confidentiality
- Maintain CARF standards and updates/changes as required. Point of contact for CARF communication on behalf of the Director and organization
- Responsible for managing the recruiting, selection and on-boarding process for new staff
- Maintain all personnel files on staff
- Coordinates board and staff training, meetings, programs and events including logistics as needed
- Develop and conduct new staff and volunteer orientation to the organization
- Maintains accurate records for the Board of Directors including correspondence to board, meeting agendas and minutes, rosters, board training manuals and other correspondence as assigned
- Serves as communication liaison between Executive Director, staff and the Board of Directors
- Organize Board server
- Maintain and coordinate scheduling and logistics for Executive Director as assigned
Certification: Must have own vehicle, a valid driver’s license and automotive insurance. Must provide agency with proof of valid auto insurance on an annual basis. Must not have more than 6 points on their driver’s license.
Work Conditions: Work a flexible and varying schedule including weekends and evenings as required. Position may include physical requirements including but not limited to: seeing, hearing, talking, walking, standing, sitting, climbing stairs, bilateral reaching and handling ability; ability to lift and carry up to 15 lbs.; constant hand agility and pinch grip. Work is primarily indoors, but may need to work outside on an occasional basis.
Equipment: General office equipment and phone systems consistently. Additional equipment on
Education: Associates degree in business/office administration with a minimum of two (2) years’
experience in managerial administration, executive assistant experience preferred; or a High School Diploma or GED with 3-5 years high level administrative experience, preferably as the executive assistant and/or in the non-profit sector. All education is subject to verification as a condition of employment.
Skills: Strong oral, written and interpersonal communication skills are a must. Candidate must be detail oriented, well organized and able to handle multiple projects simultaneously with the ability to meet multiple deadlines.
Candidate must have excellent computer skills and have substantial knowledge of at least Microsoft Office and QuickBooks. Knowledge of Donor Snap is preferred. Skills must include the ability to produce information in forms, tables, and spreadsheets in addition to composing general correspondence. Must be able to work in a strong team environment and also function independently.
Knowledge of recruiting process preferred.
Candidates must be flexible to meet ever changing needs of a permanent supportive housing
organization. This includes being able to quickly respond to emergencies, and responsibly assist staff in dealing with potential dangers and problems of residents who may have mental disabilities.