Office Manager

Job Title: Office Manager (FT/Non Exempt)

Reports To: Executive Director

Location: San Bernardino

Position Summary:

The Office Manager coordinates and oversees administrative duties as directed by the Executive Director (ED) to ensure that the office operates efficiently and smoothly. Their responsibilities include but are not limited to, managing the front office phones, greeting visitors, managing office supplies, administrative tasks, and coordinating food distribution.

The Office Manager is highly organized and self-motivated, and has excellent attention to detail. Additionally, they model, foster and when needed can teach independent living skills to people with disabilities and older adults who are focused on living more independently within their communities.

Essential Duties and Responsibilities:

• Demonstrates commitment to RSI and to the vision, mission, and management philosophy of the agency;

• Has knowledge of state and federal regulations governing programs offered by the agency and promotes the Independent Living Philosophy, appropriate to this position;

• Adheres to agency policies and procedures – particularly those dealing with confidentiality – in all aspects of agency operations;

• Participates in developing and sustaining a healthy organizational culture based on safety, mutual respect, and open communication;

• Is reliable, organized, and able to work independently, meets deadlines, and is supportive of other employees and the administration;

• Is able to define problems, collect data, establish facts, and draw conclusions, appropriate to the position held;

• Presents a professional and business-like demeanor and appearance;

• Possess the personal skills needed to interact effectively and diplomatically with consumers, staff, volunteers, and members of the community;

• Will be required to maintain accurate and detailed records; documenting, in particular, service to consumers;

• Flexibility to work remote as needed or required by Rolling Start, Inc.

Specific Duties and Responsibilities:

• Prepare routine correspondence as assigned;

• Responsible for reception duties, such as answering phones and directing inquiries, coordinating back up and/or volunteer support;

• Preparing new employee and volunteer files;

• Assist the Executive Director in research and preparation of reports;

• Order & track office supplies in keeping with established monthly budget;

• Perform general clerical duties including photocopying, fax and mailing and shipping;

• Monitors postage inventory and purchases as needed;

• Handle requests for information and data and follow up with appropriate staff member;

• Assist with volunteer and outreach coordination as requested by Program Manager or Executive Director;
• Update consumer records in database as appropriate and add I&R’s before scheduling ILS and AT appointments;
• Assist Executive Director in managing calendar, vis-a-vi appointment scheduling, planning and organizing meetings, trainings, etc.;
• Coordinate and Create Monthly Calendar for San Bernardino staff and consumers and ensure it gets posted appropriately and to Social Media Coordinator for upload to website;
• Coordinate weekly food distribution pick-ups with food vendors and then with consumers; coordinate volunteer and staffing as needed;
• Support Executive Director in scheduling board meetings, meeting preparation to include board packets, meal ordering, technology coordination;
• Assist ED in submitting grants and programs reports, as requested;
• Maintain basic information of Independent Living and services for persons with disabilities using existing brochures, collateral and Connect IE;
• Provide back-up support for program classes, e.g. game day, movie day, cooking class, Spanish support group and/or Living Well classes as needed;
• All other duties as assigned.

Minimum Qualifications:

• Strong organizational skills, detail oriented, ability to prioritize, and multi-task;

• Detail oriented and committed to meeting deadlines;

• Good communication (written and verbal), and interpersonal skills;

• Ability to relate effectively with the public, fellow employees, and consumers in an appropriately professional manner;
• Ability to adapt to shifting priorities and manage multiple deadlines;
• Ability to problem-solve in a fast paced work environment;
• Advanced computer skills including typing, MS Office Suite, Zoom, Teams and Adobe Pro specifically;
• Personal experience with a disability, knowledge of the Independent Living philosophy preferred.

Education and/or Experience:

• AA Degree required or experience equivalent;
• Volunteer Experience accepted;
• Two years working in a field of work which promotes independence for people with a variety of disabilities and experience with disability issues preferred.

Working Conditions:

The emotional effort varies, but can be challenging. Occasionally there are short deadlines and periods of high activity/demand. The position requires interacting with persons with a variety of disabilities, methods of communication, and behaviors.

Veterans, people with disabilities and older adults encouraged to apply.

Alternate formats available upon request.