Office Manager

Office Manager

Current holder

Administrator of Immigration Legal Services

Immigration Legal Services, Catholic Social Services, Archdiocesan Pastoral Center

Non-exempt

Administrative support workers

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Job purpose

The incumbent in this role plays a pivotal role in ensuring the efficient functioning of the Immigration Legal Services office environment while upholding the quality of work produced. With a focus on general office management, this position oversees a range of administrative tasks and contributes to the overall organization and productivity of the workplace.

Duties and responsibilities

• Oversees general office management; ass ures quality of work produced.

• Maintains office supply inventory; orders supplies as needed.

• Handling of finances for the office in client payments, petty cas h , bill paying etc.

• Opens, records, and reads incoming mail; routes /scans mail to proper recipients and may compose replies independently. Supports Administrator in scanning/uploading documents to the database

• Types a variety of complex materials at acceptable levels of speed and accuracy

• Answers telephones as required ; screens calls, forward calls and/or records an d forwards messages accurately.

• May perform relief receptionist duties as needed; may receive visitors and schedule appointments for staff.

• Coordinates with office vendors for outside services such as scanning and shredding.

• D evelop s filing systems and procedures necessary to smooth operation of the office.

• Prepares complex clerical records and reports from a variety of material involving a knowledge of office practices and procedures.

• Maintains client confidentiality in conformance with Agency confidentiality policy and State laws and regulations.

• Other duties as assigned

Qualifications

Education: High School Diploma or equivalent.

Experience: 1-3 years of administrative support

• Knowledge of and orientation to the philosophy of the Agency as presented in Mission/Philosophy statements.

• Ability to establish and maintain a positive and professional relationship with co-workers, clients, and visitors; cultural sensitivity and ability to relate well and effectively in a diverse workplace and with a diverse client population.

• Typing ability at required speed and accuracy

• Ability to multitask, organize, efficiently document, and routinely update information; ability to apply procedures t o work problems and situations.

• Familiarity with Cerenad e immigration, Excel and Word.

• Fluency in English and a predominant language of our client population preferred

Working conditions

No special working conditions at this time .

Physical requirements

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tool or controls; reach with hands and arms; climb stairs; talk or hear . The employee must occasionally lift or move office products and supplies, up to 25 lbs.