31/01/2023
Job Title: Office Manager
Location: San Antonio Office
Reports To: Anna H. Gray, Executive Director
FLSA Status: Non-exempt
Position Summary: The Office Manager will oversee the general administrative function and activities of the office.
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Maintain the integrity of the Prosumer brand.
• Performs or facilitates maintenance of office equipment, including cleaning, maintenance, and repairs.
• Provides clerical support answering phones, sorting and distributing mail, and preparing documents.
• Oversees petty cash fund.
• Review timesheets for accuracy.
• Maintains inventory of office supplies; orders new supplies as needed.
• Maintains office files; implements an efficient system for other staff to access files and records when needed.
• Pick up, process and deliver newsletters.
• Work with other staff in processing and completing mailouts
• Coordinates the monthly calls to Prosumers in outlying areas and completes the calls themselves when needed.
• Ensures that the Prosumer meeting reminder post cards are mailed each month for all Districts with support from outreach staff
• Print postage and be responsible for postage management
• Supports the activities of the Board and Board Meetings
• Supports and coordinates Prosumer Volunteers
• Keeps the Prosumer Calendars up to date and supports all staff in meeting reporting and data deadlines
• Ensures that yearly taxes are paid for the organization
• Performs other related duties as assigned.
Competencies: To perform the job successfully, an individual should demonstrate the following.
Achievement Focus - Demonstrates persistence and overcomes obstacles. Measures self against standard of excellence. Recognizes and acts on opportunities. Sets and achieves challenging goals. Takes calculated risks to accomplish goals.
Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods. Ask for clarification when needed.
Managing Customer Focus - Develops new approaches to meeting customer needs. Establishes customer service standards. Monitors customer satisfaction. Promotes customer focus. Provides training in customer service delivery.
Planning and Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner. Supports others in organizing intersecting activities and projects.
Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience: Bachelor's degree from four-year college or university; or Associates Degree with 1-year related experience and training; or three years related experience and training.
Language Ability: Read, analyze, and interpret business, professional, technical, or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers, and the public in both written and verbal formats.
Mathematical Ability: Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Apply concepts of basic algebra and geometry.
Reasoning Ability: Define problems, collect data, establish facts, and draw valid conclusions. Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Computer Skills: Must be comfortable using Microsoft Office, especially Word, Excel, PowerPoint, and Publisher. Must be proficient in using email and cloud storage systems. Excellent computer skills preferred.
Certificates and Licenses: Certified Mental Health Peer Specialist preferred. If not certified, must qualify to become certified.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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