Office Supervisor

WORK SCHEDULE: This position generally follows a Monday through Friday schedule from 8:00 AM to 5:00 PM. The role also includes two evening shifts per week (until 8:00 PM) and 4 hours of work on Saturdays, on a rotating basis. For example, an employee may work two weeknights one week and a Saturday shift the following week. While the schedule may vary week to week, the total hours will generally not exceed 40 hours per week. Occasional overtime may be required based on program needs.


POSITION SUMMARY: The Office Supervisor supports daily operations, logistics, and coordination at the Family Resource Center site. The Office Supervisor plays a key leadership role by maintaining office functionality, supporting site-wide communication, ensuring consistent attendance tracking, and helping foster a positive and professional site culture. They work closely with Program Supervisors, the Operations Manager, and the Program Manager to ensure smooth operations and strong program delivery.


REQUIREMENTS:

1. Represent the agency in a professional and competent manner.
2. Advocate for the best interests of the agency and clients we serve.
3. Establish and maintain effective working relationships with the general public, co-workers, clients, supervisors and members of diverse cultural and linguistic backgrounds regardless of race, color, creed, religion, gender, sexual orientation, gender identity or expression, national origin, age, ancestry, political affiliation, citizenship, disability, medical conditions, marital status, amnesty and military or veteran status.
4. Will promote and support a culturally and linguistically diverse workforce and be responsive to the population within our service area.
5. Maintain confidentiality and confidential information in accordance with legal standards and/or agency regulations.
6. Participate in assigned scheduled agency meetings, in-service trainings, conferences and other trainings as determined by the supervisor. This includes serving as an agency representative at assigned community meetings.
7. Observance of assigned working hours and program appointments by demonstrating promptness and thorough preparation.
8. Performance of assigned duties with a positive attitude and in the spirit of teamwork, collaboration and cooperation.
9. Communicate effectively both orally and in writing.
10. Perform job duties in a safe manner to ensure a safe working environment for oneself and others.
11. Participates in and/or supports agency fund development activities and events.
12. Preparation of assigned reports, work records, statistical data, job performance evaluations, work plans, etc. in a timely manner.
13. CHS desires all leaders have competency in the following:
    • Systems Thinker - Seeks to understand the big picture.
    • Creative/Innovator - Can both embrace and bring forward new ideas.
    • Empathic and Relational Leader - Inclusive and empowering of others.
    • Embrace Emergence - Explorative, ability to embrace and anticipate the unexpected
    • Boundary Spanner - Connect people across boundaries, extend past familiar territory, community builder.

QUALIFICATIONS:

1. Minimum of 4+ years of experience in office administration, leadership, or supervisory roles.
2. Bilingual in English and Spanish, with the ability to fluently speak, read, and write in both languages.
3. Proven customer service experience.
4. Experience working effectively with diverse organizations and individuals across various ages, socioeconomic statuses, and cultural backgrounds.
5. Familiarity with managing office operations, including scheduling and team coordination.
6. Strong verbal and written communication skills, with the ability to foster teamwork and resolve conflicts.
7. Excellent organizational and time-management abilities to manage multiple tasks efficiently.
8. Proficiency in Microsoft 365 applications (Excel, Word, PowerPoint, Outlook, Teams).
9. Demonstrated problem-solving and decision-making skills to enhance office workflows.
10. Ability to oversee budgets, inventory, and office supplies.
11. Willingness and ability to travel for community engagement and events.
12. Demonstrated leadership skills to guide and support staff while maintaining a positive work environment.
13. Pass agency paid criminal justice screening including fingerprints.
14. Pass agency paid TB (Tuberculosis) screening.
15. Pass agency paid health screening and/or drug testing, if required.
16. Valid California driver's license and Proof of auto insurance coverage.
17. Pass agency paid MVR clearance with no more than 2 points - if you are under the age of 25 our insurance company will not allow any points.

DUTIES:

Reception & Client Support

• Serves as the first point of contact for visitors, walk-in clients, and phone inquiries.
• Greets families and community members in a professional and welcoming manner.
• Provides information about available programs and connects clients with appropriate staff members.
• Ensures a clean, safe, and inviting front office environment.

Office Operations & Logistics

• Coordinates office supply inventory and manages ordering for the site.
• Submits maintenance or facility requests and follows up to ensure timely resolution.
• Posts and maintains required compliance and HR materials.
• Assists with copier use, mail handling, and general clerical support.
• Supports shared resource usage such as meeting rooms and shared files.

Team & Site Coordination

• Convenes and facilitates regular site team meetings in collaboration with Program Supervisors.
• Maintains the shared site calendar, including staff time off, program schedules, and room bookings.
• Helps organize morale-boosting activities and contributes to a positive team environment.
• Identifies and reports minor interpersonal issues or coverage gaps to the Program Manager and Program Supervisors.
• Serves as the on-site point of contact for emergencies and unplanned staff absences.

Attendance Monitoring & Scheduling Support

• Monitors daily staff attendance and ensures awareness of who is on site each day.
• Flags repeated absences or late arrivals to the Program Manager.
• Tracks and logs approved staff absences on the shared calendar.
• Assists Program Supervisors in coordinating staff schedules to maintain adequate coverage.

Quality Assurance & Administrative Support

• Supports quality assurance efforts in collaboration with the Operations Manager and Program Supervisors.
• Reviews site documentation and materials for accuracy and timeliness.
• Assists with file organization, data entry, and other administrative tasks as requested by Supervisors or Managers.
• Participates in internal walkthroughs, site audits, and compliance checks.

Other Responsibilities

• Participates in required program trainings and certifications as needed.
• Performs additional duties as assigned to support teamwork and operational success.