Office Manager

This position is required to be in the office 5 days a week.

Job Summary:

Under the supervision of the Supervisor of Administrative Supports, the Office Manager is responsible for the day-to-day hub site operations at assigned location(s).

Essential Duties and Responsibilities:

• Responsible for reinforcing all hub site safety protocols as per agency policy and procedure.

• Welcoming staff and visitors, directing them to the appropriate workstation or conference room.

• Responsible for any site issues during business hours, including heating/cooling, leaks, door/lock, and plumbing issues.

• Assist in keeping Hub clean by wiping desks and keeping sanitizing stations stocked.

• Cleaning and maintaining the conference room, desk stations and kitchen including the refrigerator, if applicable.

• Restocking bathroom (where) applicable and general office supplies.

• Assist and coordinate as needed, the scheduling and preparations for meetings or ACANY events.

• Conduct reception activities, including answering phones and directing calls.

• Provide clerical support to the Hub operations, including preparing mail, retrieving mail/packages, scanning documentation, writing, and responding to emails, and preparing written summaries of data when needed.

• Utilize Stamps.com to create stamps, certified mail, and priority mail.

• Track all incoming and outgoing mail and shipments.

• Type letters, reports, documents, and other materials; assist in maintaining databases.

• Maintain office supplies and equipment by ordering from Staples.com.

• Keep active inventory of Hub equipment and supplies.

• Coordinates pickup/delivery of office equipment and packages.

• Maintains the printers/copiers, making sure printers are filled with paper and are functioning properly.

• Manage the shredding bins.

• Receives returns of employees’ technology equipment and facilitate the shipping of items to the Information Technology (IT) Department.

• Assist employees in receiving technology from the Hub location.

• Act as a liaison to other support department to troubleshoot concerns at the hub site (Ex. Works with IT to troubleshoot internet issues for the Hub location).

• Participate in agency wide groups and meetings as required.

• Attend department/team meetings, trainings, supervisions, etc. as scheduled and in accordance with agency practice and policy.

• Maintain confidentiality.

• Perform other duties as assigned.

• Must possess a valid Driver’s License from New York, or a contiguous state (i.e., Connecticut, New Jersey, Pennsylvania, and Vermont) OR Must have the ability to take ample public transportation to attend meetings in person in the community and in the office as needed.

Education and Experience:

• High School Diploma or equivalent required.

• Computer literacy in basic Microsoft applications, email, and the internet.

• Familiarity with or ability to rapidly learn HIPAA-compliant practices

• Demonstrated strong interpersonal and customer service skills.

• The ability to manage multiple priorities and deadlines with an attention to detail.

• Ability to work autonomously.

• Ability to be flexible in a fast past office environment.

• Demonstrate professionalism, respect, and ability to work in a team environment.

• Absolute sense of integrity and personal commitment to serving people with I/DD and their families.