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Office Manager
Office ManagerCommunity Family Advocates • Pittsburgh, PA, US
Office Manager

Office Manager

Community Family Advocates • Pittsburgh, PA, US
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Job Description

Job Description

EARLY LEARNING RESOURCE CENTER

OFFICE MANAGER

JOB DESCRIPTION

SALARY RANGE :   $44,000-47,000

JOB DEFINITION

The Early Learning Resource Center’s (ELRC) Office Manager oversees general office operations to ensure the smooth running of the office. The Office Manager will work to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. This individual will ensure overall office management including, 1) planning, organizing, and facilitating office administration across all sites, 2) managing facilities across downtown hub and satellites, 3) organizing the office space efficiently, and 4) organizing celebrations, meetings, and professional development days. The Office Manager plays an integral role in program operations, working in conjunction with the ELRC Director and Assistant Directors. This individual MUST be a people person who brings a positive attitude to their work and who naturally responds to challenges with a ‘can-do’ and problem-solving sensibility.

RESPONSIBILITIES AND DUTIES

  • Maintain the office condition and arrange for necessary repairs acting as the liaison with building management.
  • Ensure that all office environments are welcoming to clients and guests (bulletin boards and notices posted, up-to-date resource materials available, water for guests) and maintain supply inventory for all offices.
  • Facilitate onboarding and offboarding of staff by working with the DHS-HR, DHS-IT, CFA-HR, ELRC Director and Staff Development Specialist.
  • Support Clerical Team by assisting with training of new clerical staff, attending weekly clerical meetings, overseeing special projects, and serving as back-up for clerical roles as needed.
  • Work with the leadership team to coordinate meetings and agency-wide events including agenda development, inviting attendees and room reservations.
  • Collaborate with the Outreach & Resource Community Liaison to prepare outreach materials for tabling events.
  • Collaborate with Assistant Directors of Family Services, Director of ELRC Program Engagement and Family Supervisors to ensure effective operations of satellite locations including staffing, equipment, resource distribution and scanning / uploading.
  • Coordinate and facilitate All Staff , Safety Committee and Welcome Committee meetings.
  • Responsible for administrative duties related to supporting staff including identifying and facilitating needed equipment and developing training tip sheets and toolkits on a variety of programs and technologies
  • Organize ELRC and OCDEL communications, announcements, policies, procedures, and spreadsheets on SharePoint.
  • Serve along with the Clerical Supervisor as the agency’s lead / liaison with DHS-IT for Help Desk, Clerical Inboxes, and On-Base including facilitating document sharing for internal or external audits.
  • Support effective communication by forwarding ELRC 5 & PA.gov emails and coordinating ELRC activities across multiple locations including satellites.
  • Proofread varying types of materials to ensure correct grammar, completeness, consistency, and adherence to agency policy.
  • Complete other duties as assigned.

QUALIFICATIONS

  • PROFESSIONAL KNOWLEDGE AND ABILITIES
  • Excellent interpersonal skills and the ability to work collaboratively in a team-oriented atmosphere.
  • Excellent communication skills, including accurate and effective written and verbal communications.
  • Excellent attention to detail.
  • Excellent organization skills, including organizing workspace and computer files, project scheduling, time management skills and prioritizing certain activities.
  • Must be self-directed and able to operate independently to achieve program objectives.
  • Flexible, creative, assertive, and able to work in a multiple task or multidisciplinary environment.
  • Must have a basic understanding of policy and procedure development.
  • Must have experience with project management or event planning.
  • Must have experience synthesizing information and report writing.
  • Must have strong computer skills; experience using Excel & Adobe Acrobat a plus
  • Performs related work as required.

    • JOB REQUIREMENTS

    Familiarity with child care subsidy programs is preferred.

  • Possess Act 33 and 34 and FBI Clearances.
  • Mandated Reporter Training certified.
  • Advanced proficiency with Outlook and Microsoft Office products.
  • Full time position requiring 37.50 hours per week at Wood Street Office

    • EDUCATION AND EXPERIENCE

    Bachelor’s Degree in a related field and 2-5 years of experience running an office.

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    Office Manager • Pittsburgh, PA, US