Office Manager, Arlington HQ

Title: Office Manager

Department: HR

Reports to: Head of Benefits

Status: Non-Exempt

Location: Arlington Administration Building

SUMMARY

The Office Manager will be responsible for directing and coordinating office services and related agency-wide activities, including developing and coordinating procedures to maximize the utilization of office equipment and supplies. In addition, the Office Manager will provide confidential support, both administrative and operational, to the executive team as requested.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Provide direct support to the executive management team, including creation of memos, reports, policy and procedures, and other confidential materials

2. Manage the front desk, providing primary, full time coverage of the front desk on occasion. May need to manage 2^nd position at 16^th street as well in coming months.

3. Back up the Executive Asst. position as needed for meeting and other facilitations. Prepare confidential materials for meetings; accurately record, organize, and distribute Board materials and correspondence

5. Manage the HQ calendar, meetings, travel, and appointments phone calls and messages, including prioritizing and redirecting as needed

6. Keep HQ and other buildings on the property fully stocked with supplies needed for general use, including snacks and beverages as needed for events and meetings.

7. Inform proper departments of concerns and issues.

8. Manage space planning, parking assignments, office sharing, schedules of remote work etc.

9. Assisting IT, Finance, Contracts, and other departments as assigned with Invoice prep, scanning, filing, mailing.

10. Assist with events, prep, planning when required for Arlington, 16^th street or other event as assigned.

12. Coordinate and execute personally, the pick-up of mail from 16th street and other locations as needed.

13. Assist with property management issues of leased spaces and concerns (usually within the Contracting Department) as needed.

14. File, scan and track building documents, building compliance logs, contracts, and complete assigned tasks for HR/Benefits as requested

15. With the employee engagement, learning or DEI dept., assist in planning and coordination of special projects, presentations, dissemination of information, and company-wide events. Travel may be required to events and sites as position develops.

16. Upkeep 16^th street Bea's Room, and other meeting rooms and keep calendar/planning for those spaces. Review open offices on occasion, parking, cleanliness, and usage.

17. Facilitate aspects of NEO or other training when needed.

18. Other duties as needed

QUALIFICATIONS

• High school diploma or equivalent; BA preferred
• Minimum two years' related experience in office or administrative management
• Detail oriented with good time management, organizational, written, verbal, and interpersonal skills
• Able to maintain a high level confidentiality
• Able to handle sensitive and confidential situations with poise, tact, and diplomacy
• Proficient in Microsoft Word, Outlook, Excel, and PowerPoint applications
• Able to learn quickly and work effectively with individuals at all levels of the organization
• Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands
• Current, valid California Driver's with an acceptable driving record and reliable vehicle (needed due to various pick ups, drop offs and movement through a given week)

WORK ENVIRONMENT

1. Office typically 5 days a week (will need to travel). Indoor office environment usually.

2. On occasion walk or drive to different local sites (3-40 miles radius on occasion)

3. Regularly required to sit, stand, bend and occasionally lift or carry up to 35 pounds

4. Will necessitate working in busy and loud environments, and box-filled, quiet environments at times.

5. Will be exposed to elements like cold, heat, dust, noise and odor

6. May need to bend, stoop, twist, and sit throughout the day

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

1. Maintain a safe work environment and confidentiality at all times
2. Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
3. Organize and prioritize multiple activities to meet all external and internal deadlines
4. Maintain professional demeanor that reflects positively on the agency
5. Demonstrate respect and courtesy toward others
6. Able to thrive in a work environment emphasizing teamwork and collaboration
7. Respond in a timely manner in all aspects of communication
8. Work with minimum supervision
9. Perform other duties as assigned

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Printed Name Signature

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