Office Operations Manager jobs in Gulfport, MS

We are seeking a skilled Office Manager to join our team.

This Office Manager position will play a crucial role in providing administrative support to our customer. This position serves as the principal secretary and office manager supporting varies functions, including, financial and resource management, and customer service to the Command Religious Program (CRP). Position works under the supervision of the Command Chaplain and will be titled Secretary I. The duties and responsibilities within this role will support a religious organization.

Major Duties and Responsibilities shall include the following for the Office Manager:

1. Administrative support - Prepare correspondence, mailing of documents, filing in accordance with manual and operating procedures. Provide information on different programs by answering questions or providing resources with more information for faith group administration needs such as baptism. Ensure operation of office equipment, and maintain supplies inventory. Process forms, receive incoming correspondence, screen the material prior to distribution for any suspense date, and establish controls and follow ups. Provides direct office administrative support and technical support to Command Chaplain and staff. Serves as technical office automation expert and uses advanced features of multiple software programs to create integrated work products. Must have practical and technical knowledge of various aspects of office administration, to include budgeting, purchasing, data processing, and file management. Coordinates the usage of the site venues, and facilities and equipment to support Command Religious Program functions. Assist with purchase orders for CRP purchases. Maintains files in accordance with standard operating procedures, instructions and regulations. Creates schedules, flyers, registration forms for programs, maintain attendance forms, keep up with reports, copies, edits, stores, retrieves and prints a variety of correspondence using word processing software. Supports special projects, including drafting Command briefs and reports (e.g., Microsoft Power Point), and/or gathering data.

2. Financial support - Submit requisitions for ordering office supplies using the GCPC card. Research different vendors in purchasing items. Complete the bank statement for the purchases made using the GCPC card and submit the inspections checklist for the purchases. Monitor / submit the monthly budget status report for the chaplain department. Provide accounting oversight and audit support to the account manager for the non-appropriated Religious Offering Funds on a monthly basis. Plan / prepare upcoming FY budget spreadsheet for the distribution of the funds for travel, chapel programs, and educational requirements for the Catholic and Protestant programs on a quarterly basis. Assist with counting the Religious Offering funds and deposits on a weekly basis. Serves as the central point of contact for supply, administrative, and advisory duties involved in the funding and supply administration. Processes, monitors and tracks expenditures. Tracks processing time for timely turn around for supplies. Receives and verifies the accuracy and completeness of accounting data in assigned area. Ensures transactions are properly posted to official accounting records and G2. When discrepancies occur, ensures that records are corrected. Provides information and guidance to installation managers on procedures, forms and documentation required to support budget estimates and requests. Uses the Defense Travel System to monitor timely completion of travel vouchers, assists with claims, and trains traveler on allowable/non-allowable charges. Tracks processing time of claim submissions to ensure CNRSE policy and regulations are achieved. Provide accurate data analysis by balancing Religious Offering Fund and GPC. Uses advanced features of spreadsheet software to build cell formulas, calculate subtotals and totals, build multiple worksheets, links spreadsheets, create charts and graphs, etc.

3. Customer service support - Serve as customer service point of contact for the the Chapel office; responsible for answering phones, retrieving messages, and conveying messages. Use communications software to schedule meetings, set up ticklers/reminders, create archives, create email distribution lists, attach various files to email, locate email messages that have been archived, etc. Prepares a wide range of documents, both internal and external, using advanced word processing features similar to desktop publishing (e.g., multiple fonts, graphics, indices, glossaries, columns, charts, etc.). Uses advanced software functions such as special symbols, importing graphics and merging documents, precise alignment of multiple columns, etc. Responds personally to nontechnical, but substantive requests for information involving programs and functions, project assignments, internal procedures and relationships, and current work status. Schedules and attends meetings held onsite or electronically. Proofread and edit documents. Drive a vehicle to pick up and/or deliver packages as needed.

Requirements

1. Must be a US citizen. Ability to handle sensitive information with confidentiality

2. Proficient in using office software such as Microsoft Office Suite (Word, Excel, Outlook, Power Point), in addition to other office software, tools and a variety of office related equipment.

3. Knowledge of budget, purchasing, personnel, and information processing functions of an office.

4. Knowledge of Defense Travel System required to generate travel orders and vouchers.

5. Analytical abilities to study and resolve office management and administrative problems.

6. Ability to type 40 words per minute and be a fully qualified typist.

7. Maintain a valid state driver's license in the state, and ability to operate a motor vehicle to pick-up, transport and/or deliver office items.

8. Ability to work independently and strong organizational and communication skills.

9. Ability to pass a drug and test and basic security and criminal background requirements.

Experience:

• Office Manager and administrative assistant duties - 3 years or more preferred
• Financial, accounting and budgeting - 3 years or more preferred
• Experience and knowledge working with a religious institution - 1-3 years preferred

At our company, we value our employees' contributions and offer competitive compensation packages. Join our team today and be part of a dynamic work environment where your skills will be valued and your career can thrive.

Note: This is a paid position.

Job Types: Full-time, Contract

Benefits:

• 401(k)
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift

Ability to Relocate:

• Gulfport, MS 39501: Relocate before starting work (Required)

Work Location: In person