Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Manages a variety of office tasks to administrative support to the Vice President of Adult Services.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following and other duties may be assigned. Analyzes and organizes all office operations and procedures such as: preparation of third-party billing, department information management, filing systems, requisitions, transportation, petty cash and other clerical services. Reviews clerical and billing records to ensure completeness, accuracy, and timeliness; organizes and collates quarterly CSBG report; prepares budget reports and other monthly and or grant reports as needed.
- Collaborates and cooperates with all staff to ensure high productivity and performance.
- Model positive and professional work ethic for clients and staff.
- Possess independent judgment and an understanding of Adult Services programs, policies and procedures.
- Maximizes office productivity through proficient use of appropriate computer software applications.
- Prepares a variety of correspondence such as: detailed program activity summaries and reports.
- Maintains accurate and updated files on contracts, department agreements and general program information.
- Responsible for proofreading all printed materials.
- Reviews the submission of all purchase orders to ensure compliance with CAO fiscal policy and procedures and for total inventory of all purchases.
- Oversees all phases of office management.
- Assists in updating manuals, procedures and other program materials as needed.
- Demonstrates a positive work ethic and maintains confidentiality in appropriate program areas.
- Assumes a leadership role in providing a positive office climate.
- Other duties as assigned.
Qualifications
QUALIFICATIONS
To perform this job successfully, an individual must have thorough knowledge of agency and division policies and procedures, office terminology and equipment. The individual must be able to understand and perform complex written and verbal directions. The individual must be professional, personable and responsive to the needs of staff, partners and families. Clerical aptitude, mental alertness, good judgment, courtesy and tact are required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associates or comparable two (2) year degree in Business Administration, or comparable five (5) years supervisory and office management experience.
LANGUAGE SKILLS
Ability to read, analyze and interpret general business periodicals, professional journals and software procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from supervisory staff, customers, vendors and general public.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Demonstrates knowledge of administrative processes and procedures, leadership, dependability.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to talk, hear, use hands and fingers and sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Visual acuity necessary to read, type, inspect, and drive.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to perform the essential functions. Noise level in the workplace is moderate.
APPLICATION REQUIREMENTS
Completion of the CAO of WNY. application form and release(s) for reference checks. Submission of official academic transcripts, diplomas, or certificates.
The Community Action Organization of WNY is an equal opportunity employer.
Skills Required
- Associate degree or comparable two-year degree in Business Administration
- Alternatively, five years of supervisory and office management experience
- Thorough knowledge of agency and division policies, procedures, office terminology, and equipment
- Ability to understand and perform complex written and verbal directions
- Professional, personable, and responsive communication with staff, partners, families, vendors, and the public
- Ability to read, analyze, and interpret business materials, professional journals, software procedures, and governmental regulations
- Ability to write reports, business correspondence, and procedure manuals
- Administrative process, leadership, judgment, dependability, and problem-solving skills
What We Do
Community Action Organization of Western New York, (CAO) is a 501(c) 3 nonprofit organization based at 45 Jewett Avenue, Buffalo, NY. The CAO is a community-based, citizen-driven organization founded in 1965 as part of our nation’s “war on poverty” and provides essential health & human services, educational and training programs to the poor, low-income citizens of Erie County, NY. The CAO serves the community through their network of more than 50 locations throughout Erie County. Through this network, CAO runs more than 50 children and family, crisis and emergency, neighborhood, employment and training, housing and development, drug and community technology programs and services. Our mission is to promote opportunities for low-income families and individuals to achieve and sustain self-sufficiency through advocacy, partnerships and services. Each year we help more than 21,000 individuals and 9,000 families gain access to programs or services that might otherwise have not been available. The CAO also operates four resource centers in the city of Buffalo; the JFK Community Center, the Edward Saunders Community Center, the Pratt-Willert Community Center and the CAO Alphonso “Rafi” Greene Jr. Masten Resource Center. In addition, we operate a community resource center in Angola, NY. St. Martin Village, a 60 unit low-income housing complex at the site of what was once the German Roman Catholic Orphanage, is a recent addition to the CAO, and a community resource site which opened in 2012. We also initiated the Home Improvement Resource Program (HIRP) in 2012 and to date have provided millions of dollars in home improvement and weatherization resources to the community. In 2016, we also expanded our Head Start program to include three sites located within Niagara County.
