The Office Manager is responsible for general secretarial and office duties, including, but not limited to, answering a multi-line telephone, routing calls, taking messages, entering call data, preparing forms and other documents for mailing, sorting mail, receiving and documenting incoming and outgoing cash and checks, purchasing office supplies for all Gateway Area Development District sites, reviewing and attaching documentation for fuel and credit card purchases, assisting vendors, and maintaining a fleet vehicle log and schedule.
General Duties and Responsibilities:
General Administration: Involves answering and routing telephone calls for the organization, logging and sorting incoming and outgoing mail, cash, and checks, purchasing office supplies, reviewing and attaching documentation for fuel and credit card purchases, assisting vendors, and maintaining a fleet vehicle log and schedule. This duty will consist of:
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Greet visitors and provide information regarding services provided by the organization.
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Maintain awareness of community resources and make appropriate referrals.
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Ensure the office environment is well maintained, comfortable, and presentable for employees and visitors.
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Answer multi-line telephone.
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Document received and routed calls in an electronic call log.
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Assist with logging 911 addressing requests.
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Prepare forms and other documents for mailing.
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Log, sort, and distribute incoming mail and log outgoing mail.
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Gain familiarity with the organization’s documentation and record keeping process.
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Maintain record retention schedule and listing.
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Maintain key inventory.
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Assist in preparations for Board of Directors’ Meetings and other Council Meetings.
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Assist the Executive Director in coordinating events.
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Maintain smoke detectors/fire extinguishers.
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Coordinate with cleaning services to ensure the office is cleaned and maintained regularly.
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Oversee the organization/tidiness of shelving, storage, and common areas.
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Administer company credit cards and maintain supporting documentation.
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Receive and document incoming and outgoing cash and checks;
Keep an inventory of office supplies and purchase office supplies for all sites as needed. -
Maintain a fleet vehicle log and schedule for the vehicles stationed at the main Gateway Area Development District office.
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Review and attach documentation for fuel and credit card purchases.
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Assist with counting senior centers program donations.
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Coordinate facility, grounds, and/or vehicle maintenance repairs.
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Maintain office handtools, presentation materials, etc.
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Assist with the planning and execution of seasonal office decorations and theme changes.
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Operate a computer to enter, store, and retrieve digital information.
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Operate a computer to enter, store, and retrieve digital information.
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Monitor staff schedules via Microsoft Outlook calendar.
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Replenish copy machines with paper and toner as needed and coordinate maintenance repairs.
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Procure necessary equipment and furniture purchases and services, and assist vendors as needed.
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Keep a schedule of availability of Gateway Area Development District meeting rooms.
Other Duties: Involves any other tasks and assistance needed to support the organization.
Minimum Qualifications:
Education:
- High School Diploma/GED or higher.
- Associate’s degree or higher in a business-related field is preferred.
Certification and Trainings:
- Valid Driver’s License required.
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Additional certifications may be required upon hiring.
- Employees may be expected to attend professional development trainings relating to specialties.
Experience:
- Entry Level Position.
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One (1) or more years of related work experience, preferably in an office setting.
Physical Requirements:
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Sit for extended periods of time; stand and walk for extended periods of time; reach, stoop, crouch, and bend; ascend/descend ladders; fine motor skills; operate a vehicle; and ability to lift and carry 30 pounds.
Sensory Requirements:
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Sight; Hearing; Speaking.
Working Conditions:
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Indoor office conditions; requires intermittent standing, sitting, or stooping; work requires consistent use of computer and phone systems as well as other general office equipment; and frequent interruptions.
Availability and Travel:
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Normal business hours; nights/weekends (special events/training/local meetings); and travel within region and state.
Tools, Equipment, and Vehicle Use:
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Standard office equipment (computers, printers, scanners, phones, etc.); and fleet/personal vehicle(s).
Knowledge, Skills, and Abilities:
Knowledge:
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Modern office practices and procedures; and
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Non-profit operations, organizations, functions, and challenges.
Skills:
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Oral and written communication;.
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Microsoft Office Suite (Word, PowerPoint, Excel); Attention to detail.
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Use of computers and other office equipment.
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Reasoning, problem-solving, and organization.
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Analytical skills.
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Establishing and sustaining interpersonal relationships.
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Organizing and maintaining accurate files and records.
Abilities:
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Be present and punctual.
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Prioritize work and meet deadlines.
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Work under stressful situations with patience and tact.
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Teamwork.
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Project a good image and friendly personality when greeting callers/visitors.
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Establish and maintain effective working relationships with co-workers, officials, and the public.
This position will remain open until filled.
Gateway Area Development District is an Equal Opportunity Employer M/F/D/V.
