What are the responsibilities and job description for the Office Manager position at Hudson Partnership CMO?
HUDSON PARTNERSHIP CMO
CRITERIA BASED JOB DESCRIPTION
JOB TITLE: Office Manager
REPORTS TO: Director of Special Projects
EFFECTIVE DATE: 01/26/2024
EXPECTATION FOR ALL EMPLOYEES:
Embrace the mission, philosophy, and values of Hudson Partnership CMO and be personally committed to work in accordance with Children’s System of Care values and principles.
DUTIES:
Greet clients and visitors in a professional and courteous manner and directs them to the appropriate person or place.
Support positive office culture and solution focused team morale.
Responsible for overall office activities and organization including the reception area, mail, purchasing requests and facilities.
Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
Answer phones, re-direct calls, take messages, greet guests, and ensure that visitors sign in and confidentiality is maintained (lobby closed off)
Supervises the maintenance of agency vehicles (oil changes, registration renewal, washer fluid, car washes monthly, and detailing twice a year) and office equipment including copiers fax machines and printers.
Act as point person for vendors (phone system, copiers, computers, building maintenance, snow removal, Java Bar, Vending machine etc.) and coordinate services as needed.
Maintain inventory of all office/kitchen supplies, equipment and furniture and submit requests for new purchases to the Director of Special Projects.
Work with the building’s cleaning staff to ensure the office, kitchen and bathrooms are kept clean.
Schedule annual office deep cleaning
Oversee adherence to office policies and procedures to maintain a safe orderly and secure work environment.
Create and update Emergency exit materials layout.
Communicate with IT Specialist regarding power outages, landlines and cell phones as needed.
Under the direction of members of the MOU Committee, maintain updated tracking of MOU agreements and provider documentation (licensure, insurance, etc.)
Oversee access to supply closets and provides staff with necessary supplies.
Assist with the assignment of agency vehicles.
Transfers the on-call phone every Tuesday and sends e-mail confirmation when transfer has been completed.
Set up workspaces (supplies, welcome bag, name tag) for new hires and maintain agency workspace assignments.
Create business cards and maintain staff directorymonthly.
Create Initial Packets for new youth/families.
Participate actively in the planning and execution of company events and meetings.
Manage agency room reservations for internal and external meetings. Create invoice for external training and provide it to Director of Special Projects.
Create room reservations and virtual links, recordmeeting minutes and attendance for staff meetings, management meetings, and Board meetings.
Perform other tasks as assigned by supervisor or higher-level management personnel.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
POSITION QUALIFICATIONS
MINIMUM EDUCATION: HS diploma with administrative experience.
Bachelors degree preferred.
MINIMUM EXPERIENCE:
SKILLS: Computer literate (word, excel, publisher)
Bi-lingual (English/Spanish) preferred
