Office Supervisor

Job Description

Job Description

JOB TITLE: Office Supervisor

PROGRAM: Agency

STATUS: Full Time, (35 hours per week)

FLSA DESIGNATION: Non-Exempt

REPORTS TO: President and CEO

CERTIFICATION: Notary Public or willing to attain within one year

DEGREE: High School Diploma with 2 years’ experience in Administrative support or Associates/higher degree

EXPERIENCE: Must have office/administrative experience

RATE of PAY: $39,000- 46,000 annually

BENEFITS:

• Hybrid work model available
• Health insurance with an HRA account (HRA-80% of the deductible), vision, and dental plans available (health insurance begins 1st day of month after 30 days of work service)
• Employees working at least 1,000 hours per year and who opt out of health insurance either upon hire or during the open enrollment period will receive a $750 lump-sum payment
• Flexible Spending accounts for both health and dependent care
• Employee Assistance Program available
• Employer paid short- and long-term disability insurance available
• Employer paid life insurance with the option to purchase additional coverage at group rates (available the 1st day of month after 30 days of work service)
• 401k Retirement Savings Plan – Agency contributes 1% of an employee’s salary after 1 year of service yearly AND in addition matches the first 3% that the employee contributes to their 401k Plan
• Mileage Reimbursement
• 15 Paid Time Off days, (PTO) in the first year (buy back, carryover, and transfer to Long Term Sick bank is also available at calendar year-end of unused PTO)
• Employee receives yearly - 1 floating holiday and 13 recognized Agency holidays
• 1 Wellness Day yearly
• Wage/Longevity Bonuses available
• Attendance Bonus available bi-annually
• Bereavement Leave – 4 work days of leave with pay available
• Staff Recognition/Staff Appreciation events
• Team Building and In-House training available offering learning and educational opportunities

AGENCY REQUIREMENTS:

• Notary Public or willingness to attend classes and attain such
• Valid New York State Driver’s License
• Use of personal vehicle during working hours

SKILLS:

• Strong business/management skills including computer systems and willingness to learn and utilize internal software systems
• Highly organized including clerical skills, supervision of contractors and requests for proposals, annual documentation and government filings, meeting preparation and note taking
• Communication, problem solving and decision-making skills
• Ability to exercise initiative and judgment

AGENCY EXPECTATIONS:

• Demonstrates knowledge of the program, missions, and services of PCS
• Complies with all policies and procedures of PCS and all governmental and legal requirements
• Attends and participates in appropriate Agency staff trainings and meetings
• Advocates for cultural diversity/sensitivity as appropriate
• Reports all suspected incidences of child abuse/neglect to NYS Hotline with supervisory approval

JOB RESPONSIBILITIES:

• Provides supervision and oversight to hiring and direction of maintenance staff and contractors regarding tasks and projects, and ensures follow through and quality service/ products. Including: scheduling, manages and negotiates with any Facility staff, vendors and contractors
• Monitors the condition of all Agency facilities including shelters, and identifies short- and long-term projects, updates and repairs required; ensures completion of submitted work orders through assignment of appropriate staff, vendors or contractors
• Assists Program Directors in preparing for, and complying with, shelter standards and inspections
• Coordinates with I.T. to ensure that Agency security and fire systems are compliant with codes and safety standards
• Coordinates the issuing of keys and key fobs for building personnel. Trains staff in security procedures related to opening and closing building
• Manages the purchase and distribution of office supplies, building supplies, and monitors inventory of Agency wide purchases
• Serves as primary contact for agencies in the Niagara Family Center, and ensures follow up to Facility concerns or contracts
• Coordinates the scheduling of meeting space and the use of common facility areas by internal and external community members
• Ensures annual required filings for maintaining Not-for-Profit Status are completed and certified
• Organizes and provides support for Agency and Board meetings
• Organizes and files confidential executive correspondence and administrative agreements and contracts
• Notarizes documents as requested, using notary public standards
• Coordinates and ensures technology for phones, elevators, access and security systems is working and monitored
• Assists Senior Management team members with support functions as assigned
• Maintains Donor recognition and thank you communications software and correspondence under the support of the Director of Development.
• Performs other duties as requested

DISCLAIMER:

The information contained in this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of this position.

EOE STATEMENT:

It is the policy of Pinnacle Community Services, Inc. to provide equal opportunity in employment and delivery of those we serve without regard to hire, promotion, layoff, recall or other terms and conditions of employment because of race, creed, age, color, sex, sexual orientation, religion, disability, national origin, gender identity, citizenship of any person, immigration status of any person who is not a citizen of the United States, or any other category protected by law. The prohibition of discrimination includes harassment. The people we serve include all those we serve and people service groups who request and are eligible for Pinnacle Community Services, Inc. Ongoing training is provided to assure adherence to this Policy. Pinnacle Community Services, Inc. is an Equal Opportunity Employer.