St. John the Evangelist Homeless Shelter

Job Title: Office Manager Supervisor: Program DirectorDepartment/Group: The Micah Center Job Code/ Req#:

Location: 700 E. Walnut Street Travel Required: MinimalLevel/Salary Range: Based on Experience Position Type: Fulltime Hours with occasional

eveningsHR Contact: Alexia Wood, Executive Director Date posted: August 17, 2017Will Train Applicant(s):

Yes Posting Expires: September 1, 2017

External Postings: Shelter website, Facebook page, Fox 11 Job Finder, WI Job CenterInternal posting URL: www.stjohnhomelessshelter.orgApplications Accepted By:

FAX OR E-MAIL:

(920) 436-9765 or awood@sjehs.orgSubject Line:Attention: Alexia Wood Re: Office Manager

MAIL:

Alexia WoodSt. John the Evangelist Homeless ShelterPO Box 1743Green Bay, WI 54305Attention: Office Manager

Job Description

ROLE AND RESPONSIBILITIES

The Office Manager serves as the first face to individuals entering the Micah Center, a drop-in resource center for individuals who are homeless or at-risk of homelessness. Responsibilities for this fulltime position include administrative and business operations (files, database entries, donation records, and receptionist responsibilities). The Office Manager greets everyone with dignity and respect, regardless whether it’s a high-level donor or an individual in crisis. Serves as a friendly and welcoming first point of contact ensuring that all who enter the doors of Micah Center

leave better than they came. Provide welcoming reception in person, by phone, by email and by mail. Direct necessary information to appropriate staff.

Manage the shelter’s general email and field correspondence from individuals seeking more information on the programs and services of St. John’s Homeless Shelter and the Micah Center.

Accomplish daily tasks including: mail pickup and delivery, stock office with supplies for office and bathroom. Order supplies through Operations Director and restock for efficient flow of uninterrupted business Perform routine clerical duties for Executive Director, staff and committees including scheduling meetings and

conferences, arranging meeting locations, and preparing correspondence and documentation. Maintain office appearance by making sure reception area and bathroom are stocked and cleaned. Produce reports as requested and assist with general analysis of data. Is responsible to manage Bloomerang. Maintain Bloomerang database, create reports, enter donations and

receipts, create donation and thank you letters for Executive Director. Assist leadership staff with presentation materials as necessary. Manage the shared public drive ensuring that all shared documents are organized in files and accessible to

others while ensuring security, integrity and confidentiality of data. Oversees technology, printers and computer management functions to include maintenance of office

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St. John the Evangelist Homeless Shelter

equipment. Notify Operations Director of advanced issues. Participate in St. John’s key events: Gala, Volunteer Appreciation and Homeless Memorial Service Enter appropriate information into the REACH database and collaborate with area churches for coordination of

care with shared guests. Process all gift card and in-kind donations received and given; track petty cash and maintain concession

inventory Process all financial donations received via mail and walk-in. Provide donation receipt to each donor. Assist staff in office filing, updating guest paperwork and providing general case management support in the

absence of case manager. Develop and maintain operational budget for office related expenses Keep record of policies, procedures and updates All other duties as assigned by the leadership staff

QUALIFICATIONS

Minimum two years of college-level coursework in a related field and two years of administrative experience in an office setting, or equivalent combination strongly desired

Excellent Computer skills: Internet, MS Word, MS Access and MS Excel. Excellent organizational skills and attention to detail Excellent written, verbal and interpersonal skills Knowledge of accounting and administrative procedures strongly preferred Ability to multi task Interest in working with the following issues: mental health, substance abuse, variety of behaviors, low income

and/or homeless populations, and health care

ABILITIES

Maintain confidentiality Effectively work cooperatively with others Establish and maintain professional boundaries with guests, volunteers and co-workers Familiar with community resources, refers guests appropriately and tracks referrals in databases Effectively coordinate and work in a positive manner with collaborating agencies as an advocate for guests

PHYSICAL/VISUAL/MENTAL DEMANDS:

Position requires ability to respond effectively to staff, guests, collaborative agencies, and volunteers with questions and concerns in areas of responsibility. Must have an excellent command of computer software programs: Word and database software, and operate fax, copy machine and all office equipment correctly for communication purposes. Physical access to all areas of facility necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NATURE OF SUPERVISION RECEIVED:

Works under the direct supervision of the Program Director.

Reviewed and Approved By:

Alexia Wood Date: August 17, 2017

Last Updated By: Leanne Baeten Date/Time: August 17, 2017

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