Standing Together to End Sexual Assault 

Job Description—Office Manager 

Status: Full-time, Non-exempt 

Benefits: Health Care Coverage, SIMPLE IRA, Vacation, Sick Leave.   

Salary: $27/hour 

Supervisor: Associate Director 

Standing Together to End Sexual Assault (STESA) is looking for a well-organized Office Manager who is responsible for a variety of administrative and clerical tasks. Duties of the Office Manager include providing support to program staff members and administrators.  The Office Manager communicates clearly with tact and diplomacy.  They interact with a professional demeanor across a broad range of individuals who contact STESA with varying needs.  The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to adapt to changing needs of STESA.  STESA is a collaborative and supportive work environment, where each staff member is valued and considered an integral part of the organization.   

A.  RECEPTION 

1. Ensure telephone and office accessibility during STESA’s business hours by providing coverage.  
2. Greet, screen and direct all walk-in clients and visitors to the appropriate program staff member.  Answer telephones and route any messages. 
3. Disseminate current STESA information and activities to the public.  Provide information and referrals as needed. 
4. Keep reception area and literature displays orderly and with current information.  Ensure sufficient copies. 

B.  STATISTICS 

1. Coordinate the collection of service and volunteer statistics as required by funding sources. 
2. Develop and revise forms to accurately keep service and volunteer statistics as required by funding sources. 
3. Perform data entry of client demographic and service information using a computerized system. 
4. Produce computerized reports as required by funding sources and administrative staff members. 
5. Maintain archives of data entry forms and demographic information. 

C.  FUND DEVELOPMENT 

1. Assist with fundraising activities. 
2. Assist with grants management, including research for grant proposals and obtaining bids. 

D.  ADMINISTRATIVE SUPPORT

1. Coordinate the use of office space and facilities. 
2. Responsible for mail distribution.  Coordinate and prepare bulk and special mailings. 
3. Maintain an organized filing system for the administrative files.  Ensure forms are sufficient, current, and orderly. 
4. Work with Janitorial staff to ensure office facilities and equipment are clean and orderly with sufficient supplies. Ensure clean and safe disposal of recycling and waste materials.  
5. Oversee the archival of financial and programmatic documents to properly store or dispose of documents. 
6. Ensure facility and office equipment maintenance. 
7. Ensure proper maintenance of the security system for STESA’s facility.  Ensure training all staff and volunteers on the use of security systems. 
8. Train and supervise office support volunteers and interns. 
9. In the absence of the Associate Director, provide new employees with information regarding employment benefits and standards.  Arranges for orientation and new employee safety training in accordance with regulations established by the Cal/OSHA. 
10. Research and maintain updated information regarding agency insurance, leases, service contracts, and other reports. 
11. Develop and update Office Manager Procedures Manual. 
12. Ensure the purchase of supplies and materials necessary for administrative and programmatic activities.   
13. Provide auxiliary administrative support to Crisis Intervention, Long-term Counseling, & Education Programs.  This includes copying/printing of materials and other necessary activities. 

E.   COMPUTER SUPPORT 

1. Provide technical support on computer systems and software to staff. 
2. Ensure the implementation of a computer back-up system for all agency computers.  Maintain the integrity of the back-up system. 
3. Ensure the computer network and email systems function properly.  Manage STESA’s web page. 
4. As necessary, work with the IT Consultant to maintain, internet, WIFI, and computer systems function properly. 
5. Learn and be well versed in all of the databases in use at STESA.  Ability to provide training and technical support to other staff members on the use of the databases.  

F.  OTHER 

1. Participate in administrative meetings, staff meetings, and other meetings as requested by the supervisor. 
2. Have working knowledge about the subject of sexual assault and seek training to enhance skills and increase knowledge base 
3. Contribute to an atmosphere of teamwork, mutual respect, and empowerment among staff and volunteers. 
4. Perform other duties as required to advance the goals of STESA. 

QUALIFICATIONS  

1. Bilingual in English and Spanish a plus. 
2. BA is required, preferably in public administration, business administration, or related nonprofit fields. 
3. Two years of experience in managing office facilities and office functions. 
4. Experience with a multi-line telephone system. 
5. Experience with multiple computer systems software programs. Ability to provide technical support. 
6. Experience managing databases. 
7. Knowledge of issues pertinent to marginalized communities. Experience working effectively with people of diverse cultural and socio-economic backgrounds. 
8. Knowledgeable about community resources and information. 
9. Ability to work effectively with professionals who interface with survivors of sexual assault and their significant others.  
10. Punctuality and ability to work varied hours. 
11. Strong attention to detail and experience in working in a multiple task environment. 
12. Ability to work independently with excellent organizational and time management skills. 
13. Strong oral and written communication.
14. Volunteer Management skills. 
15. Must possess good judgement and respect confidentiality. 
16. Completion of a Sexual Assault Crisis Intervention Training within three months of being hired (STESA willing to provide this training). 
17. Willingness to work as part of a team and within a model of empowerment. 
18. Reliable transportation. 

Physical Job Requirements 

This job requires the employee to: 

• Sit for 80% of the working hours. 

• Type at a computer keyboard while sitting at a desk. 

• Lift and carry for brief periods up to 25 pounds from the floor to shoulder level. 

• Bend, stoop and stand while filing in binders and files. 

• Twist and reach while at a desk or computer terminal. 

• Maintain physical and mental composure while dealing with emergencies, crisis situations, and deadlines. 

• Hear and speak well enough to converse over the telephone or in person. 

• Legally and physically be able to drive her or his vehicle while on agency related business. 

Reasonable accommodations may be made for some of the above requirements.  It is the employee’s responsibility to make the Executive Director aware of any special needs they may have.  This job description is not intended to be all inclusive.