Office Manager - Administration

COVID-19 VACCINE IS REQUIRED FOR THIS ROLEIf an offer is made, a COVID-19 Vaccine series must be completed by the first day of employment. Medical and/or Religious exemptions will be assessed if needed by the applicant.Our COVID-19 Vaccine Policy can be found by clicking here on the COVID-19 Vaccine Requirement tab
Status: Fulltime on site
Hours: 40
Pay Range: $20.00 - $23.00 per hour + $1,000 sign-on bonus
Benefits: Visit our Benefits and Perks Tab by Clicking Here
General

• Creating and maintaining staff phones with the mobile phone vendor
• Provide administrative support to projects throughout the year in partnership with Executive Assistant.
• Gain approval for, track, and engage in activities that meet the organization's 1% for Social Change requirement.
• Assist with clerical duties, including faxing, copying, scanning, filing, sorting, etc., as needed.
• Incorporate the YWCA's commitment to social justice by understanding how racism, sexism, classism and other oppressions intersect and are embedded in institutions. Seek opportunities for continued learning about racial, gender, and class equity.
• Maintain proper opening and locking procedures for the office.
• Think through the lens of racial equity and its intersections with poverty. Use the core principles of anti-racism and grounding those principles in all daily tasks.
• Reserve meeting rooms for staff and community partners as needed.
• Work with the HR Director and Deputy Director to ensure the administrative needs of the organization are effectively met.
• Ensure the common areas are stocked, and out-of-stock supplies are promptly ordered.
• Assure that participants, staff, volunteers, and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background.
• Receive, sort, and distribute incoming mail, faxes, and UPS and FedEx deliveries.
• Prepare outgoing mail for the postal service and other carriers.
• Process cash/checks received according to a procedure to ensure proper audit controls.
• Respond to all incoming calls on a multi-line phone system in a professional and welcoming manner.
• Unless an accommodation is requested and granted, this position requires the ability to sit or stand for long periods of time, the ability to lift up to 20 pounds, and move about the building using stairs, ramps, and/or elevators.
• Ensure that all forms/brochures are stocked and readily available at the front desk.
• Deescalate situations as they arise and provide advocacy as needed
• Developing How To Guides for staff

HR Administration

• Creating and archiving employee files
• Creation and analysis of spreadsheets used to update benefit vendors.
• Assisting with the collection and filing of documents for the HR Office
• Assisting with inputting data into the HRIS system

Facilities Administration

• Generate and maintain daily, weekly, monthly, and annual maintenance calendars.
• Inputting documents for fire code inspections – hot water heaters, etc.
• Receive facilities requests and distribute them to the facilities manager.
• Order, stock, and maintain inventory of facility supplies. Verify orders for accuracy and completeness.
• Process approved supply orders and ordering, stocking of custodial supplies.
• Communicate with vendors for maintenance visits, repairs, and supplies.