Office Manager (Port Chester Corps/Community Center)

Office Administrator

The office administrator will serve in a critical support role to the corps officers, coordinator and organize the schedule of workers, supervise the job and responsibilities of the staff under her commander and keep the corps office updated at all levels of work. Will be responsible for the corps operation when the corps office is not in.

Responsibilities

Essential duties and responsibilities:

• To communicate clearly with corps officers and perform these and other duties as required.
• Dress appropriately for the office environment
• Answer and direct all calls professionally and correctly
• Check voicemail and emails daily and return/forward correspondence promptly
• Manage and maintain volunteer and donor information
• Responsible for issuing purchase orders; keeping receipts or invoices for verification of expenses.
• Manage office mail
• Complete call logs, referrals, incident reports and other official documents as needed
• Update, discard and maintain all files and records kept in front office
• Prepare and print documents as requested by corps officers
• Greet and interview clients to determine social service needs.
• Order food and submit monthly stats to food bank
• Assist with food pantry, clothing assistance or other social service needs.
• Drive a 12-passenger van when needed
• Help make appointments with contracted vendors for building maintenance and upkeep
• Participate in staff meetings, divisional training and any local training as applied assist officers in whatever other administrative areas needed if not outlined above
• Ensure that all clients are served efficiently, equitably and with dignity.
• Required to render direct casework and/or group work service to clients recognizing their physical, emotional, spiritual and social needs-making full use of agency and community resources.
• Additional casework duties and recording keeping.
• Ensures that all services provided are recorded as directed, keeping accurate records of food pantry files.
• Maintains food pantry inventory, prepare food baskets as per need.
• Supervises and trains volunteers for both stocking the pantry and helping with distribution schedules and provides daily supervision of food pantry volunteers.
• Manages all aspects of the food pantry operation (clients appointments, organization, and cleanliness)
• Responsible for implementing food pantry policies and procedures.
• Oversees volunteers during distribution and ensures that clients are adhering to guidelines.
• Coordinates the annual thanksgiving basket giveaway.
• Maintains primary corps files, calendar, meetings minutes, contracts, contact addresses etc.
• Flexibility to perform other duties as needed such as backpack program, summer, Thanksgiving & Christmas programs.
• Assist officers in whatever other administrative areas needed if not outlined above

Qualifications

• Must have a high school diploma or associates degree
• Must have prior experience in office administration.
• Must have knowledge of the Salvation Army mission
• Must possess a valid New York State driver's license
• Must be bilingual: Spanish/English and possess good verbal communication skill
• Must be able to lift at least 30 pounds
• Must have a high level of initiative and flexibility in the work atmosphere
• Must be organized, kind and have a positive attitude.
• Must conduct oneself with respect, honesty and dignity
• Must have experience with Microsoft Office-Word, Excel, PowerPoint Presenter and Publisher
• Must have strong management and organizational skills