Head of Office Operations

HEAD OF OFFICE OPERATIONS

The Head of Office Operations position is an integral part of supporting the administrative operations of Community Services Foundation (CSF). Responsibilities are supervision of the departments’ clerical staff / volunteers and functions inclusive of data entry, electronic filing, office coordination, composition of correspondence, event scheduling, office maintenance and program support. The successful candidate is a mature, skilled individual who is motivated by achieving high levels of proficiency. The position serves as a primary interface with callers, visitors, program partners, prospective employees, etc. and incumbent must exhibit strong supervisory, customer service and execution skills.

Responsibilities:

 Update CSF Policy & Procedures, Personnel and Instructional Manuals from edited changes.

 Updates Property Listing and prepares minutes for all Site Director’s Meetings.

 Monitoring daily attendance coverage for all Community Centers, orders office supplies for
CSF and program supplies for Community Centers and tracks and reports to staff accordingly.

 Managing special events and coordinating field trips and providing special event support for
Site Directors and Program Division.

 Composing donor acknowledgment letters and reports, coordinating telephone training, and testing applicants for prospective positions before interviews.

 Greeting visitors and managing office in an efficient, professional and courteous manner; inclusive of answering phones, organizing work areas, monitoring office equipment function, etc.

 Ensuring obtaining and tracking as it relates to food manager/handling training, fire inspections, health permits, coordinating computer repairs with IT Consultant, orchestrating the receipt of donations and distribution to the Community Centers.

 Submitting daily to do lists to supervisor and providing updates as needed to inform of status of various tasks

 Arranges for the pick up and distribution of mail and executes action required.

 Creates program and planning templates and procedures.

 Assist with accounting: managing incoming bills, deposits and receipts.

 Allocates and places orders for all Site Director requests and codes the expense accordingly.

 Other duties as assigned.

Additional Qualifications:

 Two years of college or equivalent work experience in related field, a plus

 Two or more years of experience with customer service and/or administrative support experience

 Proven judgment in maintaining confidentiality and/or privileged information

 Understanding of and ability to apply computer technology to efficiently accomplish tasks inclusive of being proficient in MS Excel, Outlook and MS Word, Adobe, Powerpoint and
Publisher.

 Strong oral and written communication and interpersonal skills

 Ability to conscientiously maintain timelines and meet deadlines

 Ability to establish, maintain and cultivate strong working relationships

 Professional demeanor, both in person and on the telephone

 Highly organized, dedicated, responsible, self-starter, detail and team-oriented

 Enthusiastic, positive attitude

 Strong work ethic and an openness to evolving responsibilities

 Interest in community service, youth development, adult and senior initiatives and family strengthening programs, a plus

 Experience in working with a non-profit, a plus

Job Type: Full-time

Salary: $40,000.00 /hour

Experience:

• customer service: 2 years (Preferred)
• administration and supervision: 4 years (Required)

Education:

• Master’s (Preferred)

Additional Compensation:

• Other forms

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Professional development assistance

This Job Is:

• A job for which military experienced candidates are encouraged to apply
• A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more
• A job for which all ages, including older job seekers, are encouraged to apply
• Open to applicants who do not have a college diploma

Schedule:

• Monday to Friday