Office Manager

Status: Full-time

Schedule

• Monday - Thursday 8:30 am - 5:30 pm
• 4-day, 32-hour work week with 8 hours of Company Sponsored Time on Fridays to maintain work-life balance while maintaining pay at 40 hours per week

Pay

$27.58 per hour + $1.00 Bilingual Differential

Benefits

Visit our Benefits and Perks Tab for details.

Mission

In addition to the position-specific responsibilities below, each YWCA Clark County employee must share responsibility for upholding and modeling the organization’s core values on a daily basis:

• Assure that participants, staff, volunteers, and community partners are treated with respect and dignity regardless of race, ethnic background, gender, or socioeconomic background.
• Gain approval for, track, and engage in activities that meet the organization’s 1% for Social Change requirement.
• Think through the lens of racial equity and its intersections with poverty. Use the core principles of anti-racism and ground those principles in all daily tasks.
• Incorporate the YWCA’s commitment to social justice by understanding how racism, sexism, classism, and other oppressions intersect and are embedded in institutions. Seek opportunities for continued learning about racial, gender, and class equity.

Responsibilities

General and HR Administration

• Deescalate situations as they arise and provide advocacy as needed.
• Reserve meeting rooms for staff and community partners as needed.
• Maintain proper opening and locking procedures for the office.
• Ensure the common areas are stocked and out-of-stock supplies are promptly ordered.
• Respond to all incoming calls on a multi-line phone system in a professional and welcoming manner.
• Ensure that all forms/brochures are stocked and readily available at the front desk.
• Process cash/checks received according to procedure to ensure proper audit controls.
• Prepare outgoing mail for the postal service and other carriers.
• Assist with clerical duties including faxing, copying, scanning, filing, sorting, etc. as needed.
• Create and maintain staff phones with mobile phone vendor.
• Receive, sort, and distribute incoming mail, faxes, and UPS and FedEx deliveries.
• Assist with collection and filing of documents for HR Office.
• Develop “How To” Guides for staff.
• Provide administrative support to projects throughout the year in partnership with Executive Assistant.

Unless an accommodation is requested and granted, this position requires the ability to sit or stand for long periods of time and the ability to lift up to 20 pounds.

Facilities Administration

• Communicate with vendors for maintenance visits, repairs, and supplies.
• Process approved supply orders and ordering, stocking of custodial supplies.
• Order, stock, and maintain inventory of facility supplies. Verify orders for accuracy and completeness.
• Input documents for fire code inspections (e.g., hot water heaters).
• Generate and maintain daily, weekly, monthly, and annual maintenance calendar.
• Receive facilities requests and distribute to facilities manager.

Requirements

• Strong social justice component requiring critical thinking through the lens of racism and intersections with poverty. Knowledge of core principles of anti-racism and grounding those principles in everyday work are required.
• Related education: High school diploma or GED.
• Related experience: At least six months of experience in a receptionist or customer service-oriented role involving email communication, managing a multi-line phone system, and fax machines.
• Ability to provide superior service: use active listening skills during initial and subsequent face-to-face conversations with participants, staff, and community partners to ensure all relevant questions and concerns are properly addressed or routed to the correct person.
• Ability to maintain strong boundaries: maintain strong personal/professional boundaries to ensure work supports participants and furthers the mission of the program and organization.
• Ability to adapt: expect and be open to change as a critical part of this position and service-oriented field.
• Strong problem-solving skills: resourceful and able to resolve challenges while knowing when to seek additional guidance.
• Strong technological skills: effectively use common software programs (e.g., MS Office, Excel, PowerPoint) with extensive knowledge of Excel.
• Strong history of dependability: arrive on time daily; promptly communicate schedule changes due to illness and provide at least a month’s notice for vacation or prolonged personal time off.
• Strong soft skills: adapt work and communication style to mitigate or deescalate crisis and support participants, staff, and community partners with little to no prompting.

Studies have shown that due to white supremacy culture, systemically oppressed communities are less likely to apply unless they meet every qualification. YWCA Clark County values lived experience and encourages you to apply even if your past experience doesn’t align perfectly with every qualification.