Office Manager

PURPOSE OF THE POSITION

To ensure the smooth and efficient operation of the business office. The role involves overseeing administrative tasks, managing resources, and supporting the office staff. In essence, the purpose is to facilitate the day-to-day operations and support the overall success of the company.

RESPONSIBILITIES

1. Maintain office services

Main Activities:

• Design and implement office policies


• Establish standards and procedures


• Supervise office staff


• Monitor and make necessary changes to the office staff and technicians' time and attendance through the software portal


• Control correspondences


• Liaise with other agencies, organizations, and groups


• Maintain office equipment


• Maintain and order office supplies

1. Supervise office staff

Main Activities:

• Assign and monitor clerical and secretarial functions


• Assist with recruiting and selecting office staff


• Orient and train employees


• Provide on-the-job and other training opportunities


• Supervise staff


• Evaluate staff performance


• Coaching and disciplining staff

1. Maintain office records

Maintain Activities:

• Design filing systems


• Ensure filing systems are maintained and up to date


• Define procedures for record retention


• Ensure protection and security of files and records


• Ensure personnel files are up to date and secure

1. Maintain office efficiency

Main Activities:

• Plan and implement office systems, layout, and equipment procurement


• Anticipate needed supplies


• Verify receipt of supply


• Perform other related duties as required

KNOWLEDGE, SKILLS, AND ABILITIES

Must have proficient knowledge in the following areas:

Knowledge

• Knowledge of office administration


• Knowledge of human resource management and supervision


• Ability to maintain a high level of accuracy in preparing and entering information

Skills

Must demonstrate the following skills:

• Excellent interpersonal skills


• Team building skills


• Analytical and problem-solving skills


• Decision-making skills


• Effective verbal and listening communication skills


• Attention to detail and a high level of accuracy


• Effective organizational skills


• Effective written communication skills


• Computer skills including spreadsheet and word processing programs, and email


• Stress management skills


• Time management skills

Personal Attributes

Must maintain strict confidentiality in performing duties related to Finance and higher-level Administration Information.

• Be honest and trustworthy


• Be respectful


• Possess cultural awareness and sensitivity


• Be flexible


• Demonstrate sound work ethics

Physical Demands

The office manager will spend long hours sitting and using office equipment and computers, which can cause muscle strain. Additionally, the office manager will occasionally need to lift supplies and materials.

Environmental Conditions

The office manager is located in a busy, open office area and will face constant interruptions. Will meet with others and customers regularly.

Sensory Demands

The incumbent must spend long hours in intense concentration and will spend long hours on the computer entering financial information. This will require attention to detail and high levels of accuracy.

Mental Demands

There are several deadlines associated with this position, which may cause significant stress. Also, will deal with a wide variety of people on various issues.

Salary/Compensation: $20.00 - $25.00 per hour