Assistant Office Manager

Assistant Office Manager

GENERAL PURPOSE Under the direct supervision of the Office Manager, the Assistant Office Manager is responsible for office operations of the office including but not limited to: Oversight of reception, administrative support, inventory control and meeting coordination and facilitation. DISTINGUISHING CHARACTERISTICS This is an at-will leadership position within a program. Additionally, this position is responsible for the day-to-day supervision of assigned staff who perform the established duties of the program.

ESSENTIAL DUTIES AND RESPONSIBILITIES – (ILLUSTRATIVE ONLY) The duties listed below are intended only as illustrations of the various types of work that could be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class:

• Prepares and reviews documents for and on behalf of the Regional Director, Program Director or Office Manager as assigned.
• Drafts and manages correspondence and files for the Program Leadership.
• Manages or delegates conference, meeting and training room calendars.
• Keeps minutes for meetings as requested, transcribes minutes from recorded meetings.
• Develops office systems and procedures.
• Maintains complex hard copy and electronic filing systems and databases.
• Conducts research for management and may make recommendations for action within and procedures.
• Provides support and oversight in clerical operations including appointments and scheduling.
• Provides direction, instruction, supervision and training to Program Support Assistants and Administrative Coordinators as assigned.
• Completes agency reports as assigned, inventory control, including purchasing, of supplies as assigned.
• Completes preparation, review and dissemination of a variety reports for submission both within the agency and to the County and other entities.
• Provides training for staff in office systems, equipment and computer applications.
• Troubleshoots computer and network issues in the program and sets up ticket with IT department for repair if unable to resolve the issue.
• Establishes and maintains effective and cooperative working relationships.
• Maintains petty cash funds for the program in accordance with TPCP fiscal SOP's.

Knowledge Of: Turning Point's Mission, Vision and Core Values. Principles and goals of community mental health. Principles and goals of the "consumer/family driven model." Psychosocial rehabilitation's treatment and programming.

Ability To: Perform crisis intervention strategies. Read, analyze, and interpret general business reports, professional journals, and/or governmental regulations. Communicate effectively orally and in writing. Understand budgeting requirements and budgetary implications for programming. Work effectively under stress and conflict. Exercise appropriate judgment and decision making. Be flexible and adaptable in any given situation. Work as a member of a team. Supervise staff, delegate responsibility, and provide leadership and training. Be well organized, flexible, and self-disciplined. Plan, organize, implement and evaluate programs. Get to multiple locations typically via car.

MINIMUM QUALIFICATIONS AND CERTIFICATIONS & LICENSES Education, Training and Experience A typical way of obtaining the knowledge, skills and abilities outlined above is through graduation from an accredited college with an associate degree; four (4) years of varied administrative experience. Proficiency in Microsoft Office suite, Outlook, ability to type 40-50 WPM. Licenses; Certificates; Special Requirements: California driver's license & current vehicle insurance/registration Reliable means of transportation capable of passing vehicle safety inspection if more than five years old excluding all modes of two-wheeled transport inclusive of bicycles, mopeds and motorcycles

Schedule: Monday - Friday, 8am-4:30pm

Skills

Required:

• Admin - Microsoft Excel Expert
• Admin - Microsoft Outlook Expert
• Admin - Microsoft Word Expert

Preferred:

• Admin - Attention to Detail Expert
• Admin - Communicate Effectively - Orally Expert
• Admin - Communicate Effectively - Written Expert
• Admin - Organization Expert
• Admin - People Skills Expert
• Admin - Teamwork Expert

Education:

Preferred: Bachelors or better in Business Administration. Bachelors or better in Other.