Assistant Office Manager

Under the direct supervision of the Office Manager, the Assistant Office Manager oversees office operations including reception, administrative support, inventory control, and meeting coordination and facilitation. This leadership position is responsible for the day-to-day supervision of assigned staff.

Responsibilities

• Prepares and reviews documents for and on behalf of the Regional Director, Program Director, or Office Manager.
• Drafts and manages correspondence and files for Program Leadership.
• Manages or delegates conference, meeting, and training room calendars.
• Keeps minutes for meetings as requested and 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 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.
• Completes agency reports, inventory control, and purchasing of supplies as assigned.
• Prepares, reviews, and disseminates reports for submission 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 and escalates to IT if unresolved.
• Establishes and maintains effective and cooperative working relationships.
• Maintains petty cash funds in accordance with fiscal procedures.

Requirements

• Knowledge of Turning Point’s Mission, Vision, and Core Values.
• Understanding of community mental health principles and goals.
• Familiarity with the “consumer/family driven model” and psychosocial rehabilitation treatment.
• Ability to perform crisis intervention strategies.
• Proficiency in reading, analyzing, and interpreting business reports, professional journals, and governmental regulations.
• Strong oral and written communication skills.
• Understanding of budgeting requirements and implications for programming.
• Ability to work effectively under stress and conflict.
• Strong judgment, decision-making, and flexibility.
• Teamwork and leadership skills, including supervising staff and delegating responsibilities.
• Highly organized, self-disciplined, and adaptable.
• Ability to plan, organize, implement, and evaluate programs.
• Ability to travel to multiple locations, typically via car.

Qualifications

• Associate degree from an accredited college or equivalent administrative experience (4 years).
• Proficiency in Microsoft Office Suite and Outlook.
• Typing speed of 40-50 WPM.
• Valid California driver’s license, current vehicle insurance, and registration.
• Reliable transportation (must pass safety inspection if over five years old, excluding two-wheeled vehicles).

Schedule

Monday - Friday, 8:00 AM - 4:30 PM