The Office Manager is vital to the successful, efficient operation of the Youth Villa. The Office Manager performs a multitude of detailed secretarial tasks which may involve delegated administrative duties.
The Office Manager is directly responsible to the Program Director.
This position is eligible for overtime pay.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and responsibilities are given as examples of the various types of work performed in this position. Other duties and responsibilities may be assigned.
- Provides secretarial support to the Program Director.
- Types letters, memorandums, evaluations, etc. as required from handwritten drafts, brief notes, verbal instructions, or transcribing from the Dictaphone; and composes and types letters and memorandums on own initiative, combining and selecting data from various sources and presenting in final form for signature and distribution.
- Assists in the preparation for all agency functions related to campus events and Board Activities. Ensures invitations and letters are mailed in a timely manner for the Youth Villa Banquets.
- Coordinates all required documentation for the scholarship program at the Youth Villa. Request monthly rent and personal expense checks, tuition and book payments.
- Records, types, and distributes minutes of meetings as requested and appropriate.
- Maintains tickler system on annual evaluations due, assuring timely submission upon completion.
- Assists in all program review situations: CQD, COA and DCF licensure reviews.
- Monitors and prepares the monthly training spreadsheet for all Youth Villa staff to insure training is up to date and completed in a timely manner.
- Maintains all Employee Training files.
- Acts in a leadership secretarial role for the program and assists in training other clerical and secretarial staff.
- Responsible for overseeing ECHO data input by Unit Secretaries and reconciling ECHO Monthly Summary on a timely basis.
EDUCATION AND EXPERIENCE REQUIREMENTS
High school graduate with a minimum of five years’ experience in a responsible secretarial, managerial or administrative position is required. Vocational training or college course work in a related field may be substituted for the required experience. Knowledge in human resources management is preferred. Experience with personal computers and Windows based software is essential.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be able to perform each area of responsibility satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required.
- Must have the ability to organize the workload to permit a free flow through the office, but be flexible in order to complete priority items as needed.
- Must have the ability to insure that all written correspondence is complete and correct, including spelling, punctuation, grammar, etc., and that the meaning or content is clear.
- Must have general working knowledge of office practices and equipment.
- Must have clerical, math, and typing skills sufficient to meet minimum standards of the Youth Ranches skills test.
- Must have a pleasant telephone voice and personality and be able to take accurate information over the telephone.
- Must have the ability to function effectively under a heavy workload and constant interruptions to meet the demands of the position.
- Must have the ability to work independently, keeping all parties involved informed of actions taken.
- Must possess good judgment, the ability to make sound decisions, have a knack for detail, and be able to organize.
- Must have the ability to refrain from divulging confidential information to unauthorized personnel.
The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required sit, talk, hear, and reach with hands and arms, to finger, handle or feel regularly. The employee must regularly lift and/or move up to ten pounds. Specific vision abilities required by this job include close, distance, color, peripheral, depth perception, and the ability to focus.
Work is generally performed in an office environment. There are no special conditions.
DEADLINE TO APPLY
Open until filled.
For more information, please contact:
Robin Sumner, Program Director - 3350 State Road 60 E, Bartow, FL 33830, (863) 533-0371, email@example.com.
To apply, please click here to download our employment application.
We Are A Drug Free Workplace And An Equal Opportunity Employer.