Office Manager Position

 

OFFICE MANAGER

Part-time

This part-time position provides administrative support services for Nelson and District Seniors Coordinating Society (the Society).  As the first point of contact for our agency, the Office Manager gives a warm welcome to clients, handles all administrative tasks, provides support to the board, answers phones, is the contact person for our clients and helps ensure our office runs efficiently. This includes financial responsibilities as well as sharing available resources with the public.

This position reports to the Society’s Board Chair.

Duties and Responsibilities

 Client services:  Acts as the initial contact (walk-in, phone and e-mail) with the public regarding direct services provided through the Society such as income tax, seniors counselling, TEETH Low Cost Dental Clinic (including applicant verification), Elder Abuse Prevention Program, and the Grocery Run. Also gives information about housing and referrals to other agencies and community services.

Financial services: Makes up the cash ledger and staff payroll, prepares and makes bank deposits, holds and records the petty cash account (including reconciliation), issues cheques, processes account payables, and accepts and records charitable donations, including issuing charitable receipts to donors.

Office services:  Produces letters, maintains paper and electronic records, controls keys and access to the office and parking passes, prints and changes forms on the Mac computer, writes newspaper notices, maintains schedules and controls the booking of space by Society programs, updates waiting room materials and bulletin boards as needed (including educational, career, training, and housing opportunities and information about community events).

Other duties as required.

Skills and Abilities

 Minimum of 2 years’ experience working in a service-oriented organization.  Preference may be given to candidates with experience in a community-based service organization (which may include working with seniors).

  • High level of computer literacy (in a Mac environment) including MS Office (Excel, Outlook, Word), and comfortable learning new programs as required.
  • Excellent verbal and written communication skills including well developed listening skills.
  • Finance and budget experience may be preferred
  • Strong time management skills and attention to detail
  • Demonstrated ability to multi-task, balance priorities, work under pressure and meet deadlines
  • Proven ability to develop relationships with organizational partners

Key Competencies

 Service Orientation:  understanding the service needs of a client and actively focusing on anticipating, meeting and exceeding the needs in a timely manner.

Teamwork and Cooperation:  working co-operatively with diverse teams to achieve organizational goals.  This includes communicating effectively and collaboratively with others.

Results Orientation:  a concern for surpassing a standard of excellence.  This standard may be one’s own past performance or organizational goals.