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Office Manager

Classification: Non-Exempt, Full-Time

Salary Range: $22.71 – $25.09; DOE

Department: Administration

Reports to: Executive Director

Date: 10/3/2022

Summary /Objective:

Skagit Preschool and Resource Center (SPARC) is a non-profit organization who provides individualized services for families and their children with unique developmental needs, from birth through age 5 in Skagit County. We are looking for a motivated individual who excels at relationship building to help grow this mission. Maintain company records. Work closely with Executive Director and Leadership Team to fulfill a variety of administrative duties.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferred Education, Training and Experience:

  • Must be 18 years or older, with general good healthy and a positive, cooperative attitude
  • Minimum AA degree required (Bachelors preferred) or equivalent years of experience
  • Must be willing to show proof of COVID-19 vaccination or a medical or religious exemption
  • Proven office management, administrative or assistant experience
  • Ability to work independently for maintaining files, meeting timelines, multi-tasking, decision making, creative thinking, troubleshooting and follow-through
  • Knowledge of office management responsibilities, accounting, data, administrative practices, systems and procedures with attention to detail and problem solving skills for clerical practices and procedures
  • Proficiency in Microsoft Office (Excel, Word, Access, Publisher, and PowerPoint)
  • Computer competency and ability to trouble shoot technical problems
  • Excellent written and verbal communication skills

Key Competencies: Office Manager

  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed/processed for approval and that clerical functions are properly assigned and monitored
  • Develop and implement office procedures and standards to guide the operation of the office
  • Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurements
  • Coordinate logistics, schedules and procedures for Staff trainings and quarterly All Staff meetings
  • Establish business record procedures for protection, retention, and disposal
  • Maintain building records and assist with scheduling maintenance needs and inspections, as well as, building support for all SPARC sites
  • Assign and track building keys and security system codes
  • Supervise administrative/office assistants and building custodian monitoring their performances
  • Answering phones as needed to cover breaks and lunches for other administrative staff
  • Assist with daily IT operations and act as liaison to SPARC’s IT specialist for SPARC staff
  • Keep the Leadership Team informed by reviewing and analyzing special reports; summarizing information; identifying trends
  • Maintains inventory log and annual inventory review
  • Creates and maintains forms and templates

Work Environment:

Work is primarily performed in office environments routinely utilizing standard office equipment, computers and phones.  Travel between SPARC sites will be integral to position.

Physical Demands:

The physical demands described here 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.

  • Sitting for extended periods of time
  • Stooping
  • Kneeling
  • Reaching
  • Lifting equipment up to 30 pounds.
  • Stairs entrance

Position Type / Expected Hours of Work:

This is a full-time position. Standard days and hours of work are Monday through Thursdays, 8:00 to 4:30 p.m. This position may occasionally require work during non-standard hours, including evenings and weekends.

Travel:

Local travel will be necessary between SPARC sites.

Additional Duties and Responsibilities:

(Include the following but are not limited to, other duties may be assigned)

  • Maintain confidentiality within SPARC
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing professional networks; participating in professional societies
  • Other duties as assigned

EEO Statement:

SPARC is an equal opportunity and affirmative action employer. We do not discriminate in recruiting, hiring or promotion based on race, color, ethnic or national origin, genetic information, religion, sex, sexual orientation, gender identity or expression, marital status, pregnancy, age, military or veteran status, leave status, or the presence of any mental, sensory or physical disability, or any other status or characteristic protected by local, state, or federal law. SPARC will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. These policies govern all aspects of employment, promotion, assignment, discharge, and other terms and conditions of employment. We value a diverse workforce and encourage any and all qualified candidates to apply.

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