To provide office management support of assigned department, assure the smooth operation of the support services, handle inquiries, supervise other administrative support operations, may lead projects. This position handles confidential information and operates as part of the management team.
The following responsibilities represent the essential functions of the position. An employee in this classification is responsible for carrying out all of the following functions:
Supervise the lobby reception, phones and office operations of assigned department.
Assures all required processes are completed, or assigned, work with staff to assure completion of assignments.
Assists in the preparation and control of records, statistics and reports regarding operations, personnel and clients served.
Handles community inquiries, acts as a department liaison.
Administers programs, projects and or processes specific to the assigned department.
Participates in agency wide case review, assuring departmental standards meets funding and State requirements.
Administers and tracks departmental purchasing related to supplies, facilities and operations.
Assists in training and orientation of new employees.
May be required to provide services/support activities in the filed as needed for department function.
Acts as a mandated abuse reporter
Other duties as assigned to assure efficient program operations
High School diploma, G.E.D. or equivalent plus two years of related experience working in an office environment with increasing responsible assignments.
Knowledge of office methods, procedures and equipment.
Ability to train and direct the work of others.
Ability to prepare and deliver presentations.
Ability to prepare accurate accounting of department purchases.
Ability to organize time, set priorities, and complete assignments
Ability to manage multiple tasks in a busy office environment.
Ability to exercise good judgment, self-pace work and direct the work of others.
Knowledge of the industry supported by the program department as assigned.
Experienced and knowledgeable in Windows, Ms office: able to use Word, Excel and Access proficiently.
Acts as a mandated abuse reporter
Typical office environment, equipment and tasks. Significant amount of time spent at computer station, typing, phone, long periods of intense concentration. Constant review of documentation and reports, frequent phone use, constant interruption. Periods of travel to other locations, exposure to outdoor conditions. Significant face-to-face communications with internal and external customers.
Skills Required
- High School diploma, G.E.D. or equivalent
- Two years of related experience working in an office environment
- Knowledge of office methods, procedures and equipment
- Ability to train and direct the work of others
- Ability to prepare and deliver presentations
- Ability to prepare accurate accounting of department purchases
- Ability to organize time, set priorities, and complete assignments
- Ability to manage multiple tasks in a busy office environment
- Experience with Windows and MS Office (Word, Excel, Access) proficiently
- Acts as a mandated abuse reporter
What We Do
Hope Services was established in 1952 to improve the quality of life for people with developmental disabilities and mental health needs. Hope is recognized as the leading provider of services in Silicon Valley and serves more than 3500 clients. Hope delivers high-quality, cost-effective solutions to businesses and government agencies. These sustainable social enterprises create meaningful jobs for clients such as green re-use and recycling initiatives, retail operations, production and assembly, supply chain logistics, packaging, fulfillment, facility maintenance, and staffing. Hope’s client services are comprehensive from birth to seniors, including job training and placement, counseling, children’s services, after-school programs, community living, and day programs. HOPE SERVICES SOCIAL ENTERPRISES Hope Services creates innovative training and employment programs for people with developmental disabilities (countering the 87% unemployment rate for this segment of the population). Hope in turn provides a trusted partner for businesses who can provide jobs for Hope clients. Business partners range from start-ups through global enterprises in most major markets, sectors, and industries. Hope specializes in project-based, hourly, trainable, and extremely reliable, low turn-over workforce teams. We manage and supervise at your site or ours, ensuring high quality work with value added. When you hire Hope and put people to work, you make a difference! You can help change attitudes about people who live with developmental disabilities. Learn more at www.hopeservices.org or follow us on FACEBOOK at facebook/hopeservices.org and Twitter at @HOPE_Services.
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