Office Manager (Family Support Services)

Job Title: Office Manager

Status: Non-Exempt

Salary: $22.52 per hour

Schedule: Mon-Fri, 35 hours per week

Reports to: Director of Family Support Services

Function:

This position reports directly to the Director of Family Support Services and is responsible for providing administrative support to the Ulster County Family Education Program, Orange County Family Education Program and both Dutchess and Orange County Children’s Centers. The position requires the performance of various program support activities in addition to more routine clerical work. This position interacts with internal staff, property management staff, and/or people in the community to provide detailed information regarding services. This position enthusiastically supports, practices, and communicates the agency’s Mission and Statement of Values.

Benefits:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Mission:

Family Services brings people together to find the support they need, improving their lives and communities, and building a stronger safer Hudson Valley.

Our Values:

Compassion – Extending empathy and understanding to others.

Integrity – Being honest and dependable.

Hope – Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.

Diversity – Promoting a vision of community comprised of wide-ranging assets.

Respect – Treating all individuals with dignity and without judgement.

Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice – Promoting social and economic equity and fairness.

Quality – Aspiring for excellence in every aspect of our work.

Job Requirements:

• Associate’s degree and one (1) year of full-time general office work experience OR
• High school diploma or possession of a high school equivalency diploma and two years of full-time general and administrative office work experience.

Other Requirements:

• Ability to frequently and efficiently travel to Agency locations across Dutchess, Ulster, and Orange counties.
• Established cell phone with effective coverage for Dutchess, Ulster, and Orange Counties.

Job Responsibilities:

Program Responsibilities

• Act as a knowledgeable resource for a specific program, independently performing associated work activities.
• Adapt to changes in regulations and modify existing systems related to office paperwork processing.
• Communicate with staff, vendors, and the public regarding program events and changes.
• Monitor activity and oversee supply and equipment purchases within budgets.
• Utilize software packages for word processing, spreadsheets, and database management.
• Implement supervisory practices such as scheduling, organizing workflow, and problem-solving.
• Operate office equipment accurately and efficiently.
• Carry out daily program functions independently.
• Assist in onboarding new staff and introduce office procedures and program processes.
• Foster collaborative relationships with vendors, property managers, maintenance staff, and community partners.

General Responsibilities

• Serve as a resource in the specialized program area for staff, clients, and community members.
• Provide clerical support to the Ulster and Orange Coordinators and Director of Family Programs.
• Coordinate calendars and scheduling for the Director of Family Programs.
• Handle reception tasks, including greeting and directing clients in person and over the phone.
• Coordinate office equipment and furniture movement.
• Manage maintenance needs, security system, leases, snow plowing, and printers.
• Assist in coordinating IT needs, such as phones, computers, and printers.
• Track and order office equipment, supplies, and program materials.
• Schedule trainings, arrange travel accommodations, schedule client transportation, and maintain accurate transportation records.
• Manage mail collection and distribution.
• Assist in managing purchasing processes, such as completing purchase orders, petty cash and credit card consolidations.
• Complete case filing for programs, such as client and program documentation in organized and effective manner.
• Assist in completing outcome reports through data collection and organization.
• Complete work and reporting functions in a timely manner.
• Demonstrate problem-solving skills and strategic thinking.
• Build relationships and work collaboratively with others.
• Maintain computer literacy and possess strong communication skills.
• Exhibit innovative thinking, sound judgment, and excellent time management.

Competencies:

• Computer literacy
• Strategic thinking
• Organizational skills
• Client focused
• Time management
• Communication skills
• Innovative thinker and solution-oriented
• Sound judgement

Work Environment – Majority of time is spent at the program locations.

We are an equal opportunity employer and our goal is to be a diverse workforce representative of the community we serve. Family Services, Inc. follows federal, state, and local laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.