JOB TITLE: Executive Office Manager
PROGRAM/DEPARTMENT: Administration
JOB LOCATION: 518 Davidson Street, Watertown NY
POSITION GRADE: 5
WORK HOURS PER WEEK: 40 (Monday - Friday - occasional evenings)
PAY GRADE: 5 (Commensurate with Experience)
REPORTS TO: Chief Executive Officer

JOB SUMMARY: The Executive Office Manager is responsible to assist in the day-to-day operations to include administrative and clerical support to the Board of Directors and Administration Office. On occasion support may be requested from the agency departments in need of clerical assistance and/or program support.

ESSENTIAL JOB FUNCTIONS: The major responsibilities of this position include but are not limited to:

Assist in the business operation of the Executive Office to assure a smooth flow of information and assure quality of service communications to Agency Departments, the Board, the community and our customers. The executive Office Manager will be responsible for essential aspects of the business management of the Administration Office to include:

• Handle multiple priorities and meet deadlines.
• Coincide work schedule and be flexible to insure office coverage will meet the needs of Administration Office.
• Provide courteous and professional executive office reception services on a daily basis, to include appropriate telephone etiquette, screening of incoming telephone calls, transfer of appropriate personnel, and take written messages as needed.
• Provide administrative support to the Leadership Team as needed.
• Maintain complete and accurate Chief Executive Officer and Agency records in an organized filing system assuring ease retrieval.
• Retrieve, sort and distribute agency mail daily. Place into appropriate departmental mail boxes.
• Prepare Bulk Mailings for Administration as needed.
• Schedule and plan meetings, conference rooms and agency vehicles as may be required.
• Maintain inventory controls in Administration Office equipment assuring proper care and maintenance.
• Assist with Agency website updates.
• Assist the Fiscal office with: volunteer hours recording and documentation - maintenance of cash receipt intake.
• Assists with "Just A Buck" Campaign annually.
• Responsible for coordination of Fort Drum passes for all staff.
• Responsible for quarterly Agency Newsletter.
• Plan for cost effective and timely purchasing of all Administrative, Fiscal and HR office supplies and Agency forms as applicable.
• Attend and participate in Administration Office team meetings, Wellness and Marketing Committee.
• Provides administrative and clerical support to the Human Resources department.
• Assists the Chief Human Resources Officer in the recruiting/onboarding process with posting jobs, checking references, and scheduling interviews and pre-employment meetings.
• Prepares and maintains various databases to include, but not limited to, Applicant Pro, Employee Navigator, HS/Pre-K comprehensive background clearances, DCA credentials, DOT Physicals, Annual Physicals/TB Tests, Head Service Providers, etc.
• Assists the Chief HR Officer with various research and/or special projects.
• Assist with grant development and reporting as may be required.
• Learn and implement cross training required to cover absences.
• Responsible to assist with Staff Development Day events.
• Assist all other departments as needed. (Maintenance, IT, Family Center, etc.)
• Review account payable vouchers before payment is made.
• Assist with annual Agency audit.
• Attend outside events as required or requested.

Maintain the business operations of the Board of Directors and Board Committees to assure compliance with grantor rules and regulations, by-laws, and and policies of the Agency. The executive Office Manager is responsible for administrative support services to the Board of Directors in all aspects of Board involvement to include:

• Attend all Board and Committee meetings.
• Plan, prepare and distribute all Board meeting materials and notices in a timely manner.
• Record and transcribe Board and Board Committee minutes assuring accuracy and timely distribution.
• Coordinate all Board functions, materials and correspondence.
• Maintain Board filing to assure an accurate history of Board actions and compliance with appropriate rules and regulations.
• Maintain Board attendance records.
• Assure all Board member files and information are complete, accurate and current.
• Assist with Board elections and appointments providing materials, notification and follow-up of seating new members.

MINIMUM REQUIRED JOB QUALIFICATIONS:

EDUCATION: Associate degree in office technology/management required. A combination of education and experience will be considered.

EXPERIENCE: Four years office experience in office management.

REQUIRED SKILLS OR COMPETENCIES:

• Excellent computer skills.
• Excellent oral and written communication skills.
• High level of competency in detail and accuracy.
• Ability to learn and input information into the demographic software systems.
• High level competency in mathematics, typing and filing.
• Ability to record and transcribe meeting minutes.
• Ability to organize information effectively.
• Ability to keep accurate and retrievable records.
• Ability to maintain confidentiality of program and agency information.
• Ability to work independently and as a team member,
• Ability to work with diverse customers.
• Effective supervisory skills.

Other Requirements:

Valid driver's license is required and be able to provide own transportation to perform job responsibilities.

Preference given to qualified in-house candidates.

All employment is conditional pending background verification process.

CAPC is a Substance-Free Workplace. Employees are subject to random, post accident and reasonable suspicion drug testing.

Supervisory Responsibilities: Usually none but may have functional supervision of an assigned area.

Computer Skills: Computer skills that include the ability to send and receive email messages, post information to a database or spreadsheet, and perform basic word processing, and/or data entry. Ability to create spreadsheets, graphics, and reports using standard software application. Computer software includes Microsoft Word, Excel and PowerPoint, Adobe Acrobat, Google platform.

Mental and Visual Demands: Requires close mental and visual attention to prepare and analyze data and figures, and perform work extensively on a computer.

Physical Demands: Must be able to sit for prolonged periods of time not to exceed four consecutive hours, frequent talking and hearing and repetitive motion of hands and wrists. Visual acuity to operate computer. Occasional standing, walking, finger manipulation to grasp, handle and feel different materials; pushing and pulling with arms and/or hands, reaching with arms or hands, crouching, bending, kneeling, and climbing. Occasional lifting up to 40 pounds.

Work Environment: Employee works in an office environment and is not exposed to adverse environmental conditions.

Work Schedule: Daytime hours may vary. Occasional evening hours required.

Equipment Used: Computer, printer, copier, telephone, fax, scanner, calculator and shredder.

Travel: Occasional local travel during normal business hours; occasional overnight and weekend travel. Travel includes local and/or regional. Requires limited independent travel to off-site locations.