Office Manager

## Description
**This position is required to be in the office 5 days a week.**

**Job Summary**

Under the supervision of the Supervisor of Administrative Supports, the Office Manager is responsible for the day-to-day hub site operations at assigned location(s).

**Essential Duties and Responsibilities**

• Responsible for reinforcing all hub site safety protocols as per agency policy and procedure.
• Welcoming staff and visitors, directing them to the appropriate workstation or conference room.
• Responsible for any site issues during business hours, including heating/cooling, leaks, door/lock, and plumbing issues.
• Assist in keeping Hub clean by wiping desks and keeping sanitizing stations stocked.
• Cleaning and maintaining the conference room, desk stations and kitchen including the refrigerator, if applicable.
• Restocking bathroom (where) applicable and general office supplies.
• Assist and coordinate as needed, the scheduling and preparations for meetings or ACANY events.
• Conduct reception activities, including answering phones and directing calls.
• Provide clerical support to the Hub operations, including preparing mail, retrieving mail/packages, scanning documentation, writing, and responding to emails, and preparing written summaries of data when needed.
• Utilize <Stamps.com> to create stamps, certified mail, and priority mail.
• Track all incoming and outgoing mail and shipments.
• Type letters, reports, documents, and other materials; assist in maintaining databases.
• Maintain office supplies and equipment by ordering from <Staples.com>.
• Keep active inventory of Hub equipment and supplies.
• Coordinates pickup/delivery of office equipment and packages.
• Maintains the printers/copiers, making sure printers are filled with paper and are functioning properly.
• Manage the shredding bins.
• Receives returns of employees’ technology equipment and facilitate the shipping of items to the Information Technology (IT) Department.
• Assist employees in receiving technology from the Hub location.
• Act as a liaison to other support department to troubleshoot concerns at the hub site (Ex. Works with IT to troubleshoot internet issues for the Hub location).
• Participate in agency wide groups and meetings as required.
• Attend department/team meetings, trainings, supervisions, etc. as scheduled and in accordance with agency practice and policy.
• Maintain confidentiality.
• Perform other duties as assigned.
• Must possess a valid Driver’s License from New York, or a contiguous state (i.e., Connecticut, New Jersey, Pennsylvania, and Vermont) **OR** Must have the ability to take ample public transportation to attend meetings in person in the community and in the office as needed.

## Qualifications

**Education and Experience**

• High School Diploma or equivalent required.
• Computer literacy in basic Microsoft applications, email, and the internet.
• Familiarity with or ability to rapidly learn HIPAA-compliant practices
• Demonstrated strong interpersonal and customer service skills.
• The ability to manage multiple priorities and deadlines with an attention to detail.
• Ability to work autonomously.
• Ability to be flexible in a fast past office environment.
• Demonstrate professionalism, respect, and ability to work in a team environment.
• Absolute sense of integrity and personal commitment to serving people with I/DD and their families.