Hybrid Office Manager chez Catholic Charities Community Services

“Helping our community’s most vulnerable with solutions that permanently improve lives.”

Catholic Charities Community Services Legacy Foundation Christine Stamper Center for Help and Hope provides temporary shelter for up to three (3) families, 40 individuals, and 8 veterans.  We provide hot meals daily, showers, laundry, computer access, referrals to additional services and case management to those in need of support.  

We are looking for an Office Manager to provide oversight to the daily operations and function of the shelter and other programs that operate out of this location.

JOB SUMMARY:   Provides office management services to assigned area, division or location.

ESSENTIAL DUTIES: 

1. Supports Program Manager as needed relating to office functions.
2. Manages reception to ensure that services such as phone and walk in reception, office supplies, mailing, copying, faxing is carried out in a consistent and professional manner. Maintains files of contracts, licenses and other financial documents.
3. Provides clerical assistance of a routine and non-routine nature including correspondence, preparation of documents, writing and compiling statistical information, local presentation material and community activities coordination.
4. Assists in the development and creation of reports; collecting, compiling and typing information as assigned. Enters data into HMIS database systems, ensures accuracy of information, and monitors data quality monthly.
5. Assists with the Human Resources function for new hires including processing new hire paperwork and coordinating fingerprinting.
6. Maintains schedule for the assigned area, including conference rooms, meetings and other logistical data to ensure smooth running of department. 
7. Maintain emergency checkbook funds, reconcile funds monthly and ensure appropriate documentation is maintained.
8. Supervises the collection, safeguarding and daily deposit of all payments received by the area. Assists staff with billing questions, concerns and logistics. 

9. Provides a broad range of administrative and supervisory functions including finance and budgetary responsibilities, information systems integration, grievance/complaint resolution.  
10. Supervises and manages assigned staff in accordance with agency personnel practices including recruitment, training, performance evaluation, guidance, etc. Participates in the process of ongoing personal and professional development.  
11. Maintains comprehensive communication among all contacts (internal and external). 

12. Verifies recurring rents and maintains rent rolls for submission to AP and AR monthly. Collects client rents, maintain a system of payment timeliness, and communicates with delinquent renters in coordination with the Housing Supervisor on a monthly basis.
13. Provide oversight and guidance to volunteers and interns.

14. Models professional standards and ethics in accordance with agency philosophy. 

15. Participate in and support PQI initiatives to include attending appropriate program leadership meetings and attending all relevant PQI meetings to ensure organization-wide involvement in PQI and the development of program performance measurements.  Develop and provide appropriate staff training and support the recognition of accomplishments relative to PQI. 
16. Promotes ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients. 
17. Performs other duties as assigned.

JOB REQUIREMENTS:

1. Education /Background:  Minimum High School Diploma or equivalent plus 3 years of progressive experience in a clerical or administrative setting required. Bachelor’s degree preferred.
2.  Job Knowledge: Must know basic office management practices and be able to operate basic office equipment. Must be proficient in Microsoft office suite. Must be able to identify, analyze and resolve conflict situations, be flexible and maintain confidentiality.
3. Working Conditions/Physical Demands:  Must be able to work in a fast paced environment with moderate interruptions. Must be able to stoop, bend, squat, and ambulate over uneven floor surfaces including stairs and steps. Primarily office work, travel within area on a frequent basis, travel to other areas of state as needed. Evening and weekend hours required as needed. Must be able to visually and auditory assess and interact with clients to ensure their safety and wellbeing. May lift up to 25 pounds.
4. Other requirements:
   1. Valid AZ driver’s license, reliable transportation and ability to show proof of registration/insurance.
   2. You must be 21 years of age or older to drive on behalf of Catholic Charities.
   3. Level One Fingerprint clearance or ability to obtain fingerprint clearance; must maintain clearance.
   4. Must have or complete training in CPR and First Aid and remain current in the certification

Hourly rate starting at $21.00 and may increase depending on experience.

Offering AMAZING benefits: Medical, Dental, Vision, Basic Life, Short-Term Disability, Vacation, Sick Time, 13 Paid Holidays, Flexible Spending Account (FSA), 403(b) + match, EAP and Pension Plan

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