Office Manager

Catholic Charities; Teutopolis (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading community service organization seeks an Office Manager to oversee office operations and supervise staff. This role involves performing secretarial functions, managing office supplies, and assisting the Area Director in various duties. Ideal candidates will have strong organizational and computer skills, with a commitment to the organization's mission of community service.

Benefits

Competitive salary and benefits package

Generous paid time off benefits

Retirement options

Qualifications

• Experience in general office procedures and management.
• Strong computer knowledge and abilities.
• Ability to work with minimal supervision.

Responsibilities

• General management of office and supervision of staff.
• Perform secretarial functions and assist the Area Director.
• Maintain office inventory and coordinate repairs.

Skills

Excellent office skills

Clerical skills

Computer skills

Organizational skills

Verbal skills

Written skills

Education

High school / General education degree

Job description

Job Description:

General management of office as well as supervision of Receptionist and/or other employees as designated. The organization of the office will be a primary responsibility. General knowledge of computer technology will be necessary.

Job Duties:

• Perform secretarial functions for the Area Director.
• Assist the Area Director with other duties as necessary.
• Secretarial support/backup duties for all programs of the area office.
• Monthly billings, when applicable.
• Responsible for petty cash account, reporting to Accounting Dept. of Administration, daily receipts, and local bank deposits, if applicable.
• Review, approve, and initial all local vendor invoices for purchases or work done within the office and forward them to accounting at the Administration.
• Track staff daily service sheets/two-week payroll sheets/mileage/expense reimbursement sheets and forward them to administration.
• Assist with the introduction and orientation of new staff to inter-office procedures. Assist with job openings and posting in the office.
• Assist with clerical job openings regarding the interviewing/hiring process and job training.
• Maintain an inventory of general office, kitchen, and cleaning supplies and needs.
• Coordinate all necessary maintenance and building repairs.
• Secretarial duties and backup for switchboard as necessary.
• Maintain strict confidentiality regarding office functions, employee relations, client activity, etc.
• Assist with establishing and maintaining office standards and regulations about employees, clients, visitors, etc.
• Assist with maintenance of computers and maintain a working knowledge of software and hardware utilized by the office.
• Assist with training of staff regarding new software and hardware computer equipment.
• Assist in Fundraising activities as required.
• Coordinate agency vehicle maintenance, if applicable.
• Coordinate the annual United Way campaign.
• Works collaboratively with all in-house employee-chaired committees, i.e. United Way Fun Day, annual staff outing, employee appreciation dinner, holiday parties, etc.
• Attend Board Meetings, type minutes, etc. if the Board Secretary is not available.
• Other duties as assigned.

Minimum Qualifications:

• High school / General education degree.
• Experience in general office procedures, management, and supervisory issues, as well as beyond basic computer knowledge and abilities
• Excellent office, clerical, and computer skills necessary.
• Ability to take initiative and work with minimal supervision.
• Ability to accept direction and instructions and work cooperatively with a wide segment of people.
• Must have excellent organizational, written, and verbal skills.

Who We Are:

Catholic Charities is proud of its nearly 100-year history of providing vital social services in our Diocese. Today, we maintain a substantial presence in eight communities throughout the twenty-eight counties of central Illinois. Area Offices operate in the communities of Alton, Carlinville, Decatur, Effingham, Granite City, Mattoon, Quincy, and Springfield. In addition, Catholic Charities manages facilities in Alton (Catholic Children's Home) and Beardstown (The St. Anne Residence). The agency has earned national reaccreditation through COA, the Council on Accreditation for Children and Family Services, which certifies that all programs meet best practice social service standards.

Our vast array of services includes counseling programs, senior services and guardianship, health care, residential care, independent living; special education, family preservation services, food and clothing distribution, St. John's Breadline, Meals on Wheels in Decatur, crisis assistance, Med-Assist, Mobile Food Pantry, Catholic Charities Legal Services, The St. Anne Residence and discount resale stores. Catholic Charities seeks to respond to the needs of its communities through these diverse programs. Every year, this objective is realized as literally thousands of children and families are positively impacted by our efforts.

Catholic Charities provides a competitive salary and an outstanding benefits package including generous paid time off benefits and retirement options. As a faith-based ministry, Catholic Charities espouses the social values of the Church and works daily to fulfill the mandate to serve the poor. As a leader in social services, Catholic Charities enjoys a positive community reputation and a myriad of public and private partnerships that help to ensure the needs of our clients are being met.

***Although being a member of the Catholic faith is not a requirement to be employed by Catholic Charities, it is expected and required of all employees to respect, support, and uphold the mission of Catholic Charities which is “to extend to all the healing and empowering presence of Jesus”.