Job Title: Office Manager FLSA Status: Exempt Department: Administration Reports to: Vice President of Finance & Administration Since 1975 Metropolitan Organization to Counter Sexual Assault (MOCSA) has been an essential part of the Kansas City metro. Our mission is to improve the lives of those impacted by sexual abuse and assault, and to prevent sexual violence in our community. MOCSA is seeking an experienced administrative professional with a passion for providing trauma-informed customer service. The ideal candidate will be highly organized and will demonstrate a dedication to support our clients, our staff, and all who come in contact with MOCSA. The Office Manager works closely with vendors, which requires good communication skills and the ability to work well with others. SUMMARY This position is responsible for coordinating office support and reception services. JOB OBJECTIVES I. Office Coordination and Support a. Purchase and maintain adequate office resources for employees including; equipment, technology, furniture, kitchen supplies, and office supplies. b. Responsible for ensuring sufficient coverage of receptionist duties and serve as back-up receptionist. c. Facilitate scheduling and communication of monthly All-Staff meetings, as well as other meetings and events, including reservations, refreshments, furniture arrangements, supplies, technology, calendar reminders, agenda and taking and storing minutes. d. Assist with human resources functions including office related orientation and exit tasks for staff, update organizational chart, work with supervisor to get workplace ready, assist with job postings, and assist with purchases related to employee appreciation. e. Manage staff information technology (IT) needs by monitoring IT contractor ticketing system and ensure successful completion and tracking of IT needs and requests. f. Monitor record retention schedule and make recommendations to VP of Finance on record destruction based on policy. II. Purchasing and Receiving a. Oversee receipt, processing, documenting and delivery of all incoming purchases, mail and packages. b. Facilitate purchase of equipment, travel, and supplies for staff. Verifies appropriate approvals and documentation are in place for type of purchase. c. Verifies receipt of items by comparing items received to items ordered; Facilitate returns and/or refunds of any damaged and/or inaccurate purchases. d. Maintain purchase order, receipt, and other paperwork information. e. Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends. f. Provides suggestions for cost savings and/or improved products related to vendors, supplies, and equipment. III. Building and Facilities a. Coordinate building resources for employees including parking, keys and communication regarding building events, safety and other relevant information. b. Ensure staff are aware of building policies and rules including, but not limited to, usage of building conference rooms, parking, after-hours building usage. Resolve related issues. c. Communicate with building management regarding maintenance, cleanliness, safety and appearance of office, building and parking lot for MOCSA employees. d. Maintain and facilitate agency emergency plan and procedures, including updates, communication, as well as, new employee and annual all-staff training related to the emergency plan and procedures. e. Maintain and monitor office alarm system with monthly testing, accounting of and appropriate placement of emergency key fobs, and providing training to all staff on usage. f. Facilitate annual equipment inventory review and maintain inventory schedule including funding source, employee assigned, and equipment tracking. g. Serve as point of contact for agency equipment and leases including; kitchen appliances, office space, printers, furniture, telephone system, and technology. IV. Accounting Support a. Manage company credit cards. Coordinate gathering all backup documentation from cardholders, reconcile receipts, and provide organized packet to accounting for monthly processing. b. Assist with accounting and financial functions including; purchases, travel arrangements, requisitions and backup for accounting as needed. Ensure coverage for these accounting duties during absences. V. Supervision a. Supervise full and part-time Receptionists. b. Conduct annual performance appraisals. The responsibilities described represent the primary responsibilities of the job. Other responsibilities may be assigned by the supervisor as warranted by business needs. The incumbent is expected to do all assigned responsibilities. KNOWLEDGE/SKILLS/LICENSURE/CERTIFICATION Minimum Qualifications Bachelor's degree or four years of combined education and experience. Three years experience in customer service, office coordination and confidential record maintenance. Experience leading and/or supervising others. Proficiency in Microsoft Office Suite. Preferred Qualifications Experience in accounting and/or accounting systems, information technology management, scheduling, and purchasing and receiving. Experience in a nonprofit, social services or healthcare environment. PHYSICAL AND MENTAL 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 class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands Work is typically performed in an office environment. While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. Mental Demands While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with faculty, staff, administration, funders, and others encountered in the course of work. WORK HOURS This is a full-time position; business hours are Monday through Friday, 8:30 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand. TRAVEL Occasional travel throughout the Kansas City metropolitan area. BENEFITS Vacation, Holiday, Sick Pay, Medical, Dental, Life, Long-term Disability Insurance, 403(b) and Cafeteria program. MOCSA is an Equal Opportunity Employer committed to creating and supporting a diverse staff. The salary range for this position is $52,000 - $64,000 DOE.