Office Manager

Title: Office Manager (Center for Victim Safety and Support)          

Salary: $22.53 per hour  

Status: Full-Time, Non-Exempt

Schedule: Monday-Friday 9am-5pm, 35 hours per week 

Supervisor: Coordinator of Outreach and Expansion

Function:

The Office Manager will provide direct support to all staff at the Center for Victim Safety and Support. The daily work focuses on performing routine clerical and reception work including purchase orders and greeting clients and guests. The Office Manager coordinates daily office functions, maintenance work throughout the building, and inventories including office supplies and emergency assistance for clients.

Position Requirements:

• Associate degree in human services or related field OR 2+ years of full-time office management experience
• Exceptional clerical, interpersonal, and organizational skills
• Strong communication and customer service skills
• Supervisory experience a plus
• Victim Services experience a plus
• Bilingual (Spanish/English) a plus

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.

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.

Position Responsibilities: 

• Answers multiple single line telephone in a pleasant and professional manner, refers/transfers callers to appropriate staff, takes and relays accurate messages in a timely manner.
• Greets in-person clients and guests.
• Refers clients to appropriate staff or program.
• Orders and distributes supplies and inventory for the program.
• Daily collection and sorting of CVSS mail.
• Facilitates coordination of technology equipment to staff, as needed.
• With the Coordinator of Training and Onboarding, assists with onboarding and coordination of new staff, volunteers, and interns.
• Provides training on clerical program activities, including check requests, purchase orders.
• Maintains an organized and clean office space and ensures a safe and secure working environment.
  • Maintains and coordinates multiple inventories, including technology, furniture, supplies, pantry, and client emergency assistance.
  • Acts as a liaison and keeps cleaning inventory with contracted cleaning services.
  • Oversees general building organization.
  • Monitors cleaning logs and shared spaces and wipes down rooms at end of day.
  • Acts as a point person for vendors, including LCS cleaning, WB Mason, Legal Shred, and others.  Communicates to vendors and supervisors when additional services/inventory is needed.
• Attends meetings and disseminates meeting minutes to relevant staff members.
• Assists in payroll submission.
• Performs data entry into various software programs and databases, compiles statistics and trend data regarding clients with accuracy and speed.
• Coordinates and compiles data around client surveys.
• Facilitates incoming and outgoing mail.
• Assists in fundraising, special projects, and special events, as needed.  Could include designing flyers.
• Completes all administrative tasks, as assigned, on a timely basis.  This includes, but is not limited to, documenting all activities, preparing, and assisting staff in completing weekly and monthly activity reports.
• Ability and willingness to travel required.
• Acts as co-chair for the Community Wellness and Planning Committee to enhance team morale, positive working environment, and DEI initiatives and trainings.
  • Works collaboratively with the co-chair and other staff and supervisors
  • Plans routine staff mingles and events
  • Develops and presents educational materials and trainings related to DIE and various awareness events, days, and months (i.e. International Women’s Day, Black History Month, Pride Month, Crime Victims’ Rights Week) 

Competencies:

• Provide excellent and thorough customer service to all clients and staff.  Take the necessary time to understand client and staff needs. 
• Ability to relate to persons in need of assistance.
• Willingness to participate in training.
• Ability to communicate professionally, clearly, and effectively, both orally and in writing.
• Possess ‘out of the box’ thinking and resourcefulness.
• Ability to work effectively when under extreme pressure.
• Ability to work independently; but relate issues to manager appropriately.
• Ability to complete administrative tasks on a timely basis, including documenting all activities and maintaining up-to-date records.
• Strong computer skills including working knowledge of an email package and working knowledge of MS software programs:  Word, Excel, and Outlook.

#INDCP

Work Environment – Family Services, Inc. Center for Victim Safety and Support is a 24-hour crisis center and has open office hours Monday through Friday, 9a-5p.  The Office Manager will spend most of their time interacting with clients and staff, working on a team at the Center for Victim Safety and Support, completing documentation and administrative responsibilities and participating in meetings at Family Services.

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Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

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.

Must be authorized to work in the United States without work sponsorship.