Office Manager

Job Description

Job Description

Job title

Office Manager

Current holder

Reports to

Administrator of Immigration Legal Services

Location

Immigration Legal Services, Catholic Social Services, Archdiocesan Pastoral Center

FLSA Status

Non-exempt

EEOC Classification

Administrative support workers

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in accordance with the values, teachings, and morals of the Roman Catholic Church.

Job purpose

The incumbent in this role plays a pivotal role in ensuring the efficient functioning of the Immigration Legal Services office environment while upholding the quality of work produced. With a focus on general office management, this position oversees a range of administrative tasks and contributes to the overall organization and productivity of the workplace.

Duties and responsibilities

Oversees general office management; assures quality of work produced.

Maintains office supply inventory; orders supplies as needed.

Handling of finances for the office in client payments, petty cash, bill paying etc.

Opens, records, and reads incoming mail; routes / scans mail to proper recipients and may compose replies independently. Supports Administrator in scanning / uploading documents to the database

Types a variety of complex materials at acceptable levels of speed and accuracy

Answers telephones as required; screens calls, forward calls and / or records and forwards messages accurately.

May perform relief receptionist duties as needed; may receive visitors and schedule appointments for staff.

Coordinates with office vendors for outside services such as scanning and shredding.

Develops filing systems and procedures necessary to smooth operation of the office.

Prepares complex clerical records and reports from a variety of material involving a knowledge of office practices and procedures.

Maintains client confidentiality in conformance with Agency confidentiality policy and State laws and regulations.

Other duties as assigned

Qualifications

Education : High School Diploma or equivalent.

Experience : 1-3 years of administrative support

Knowledge of and orientation to the philosophy of the Agency as presented in Mission / Philosophy statements.

Ability to establish and maintain a positive and professional relationship with co-workers, clients, and visitors; cultural sensitivity and ability to relate well and effectively in a diverse workplace and with a diverse client population.

Typing ability at required speed and accuracy

Ability to multitask, organize, efficiently document, and routinely update information; ability to apply procedures to work problems and situations.

Familiarity with Cerenade immigration, Excel and Word.

Fluency in English and a predominant language of our client population preferred

Working conditions

No special working conditions at this time.

Physical requirements

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tool or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 25 lbs.