Careers

Hiring NOW for Office Manager

Purpose of position: The Office Manager will provide support to The Arc of Calhoun County by being the first point of contact for internal and external parties for the office, as well as every day administrative office functioning. The Office Manager is the face and voice of The Arc to all staff, clients, and guests; ensuring all are greeted, welcomed, and comfortable. This position is the heart of the agency. This person must be professional in appearance and demeanor; friendly, compassionate, helpful, and have sufficient agency and staff knowledge.

Scope: The Office Manager plays a key role within the office environment and is responsible for daily office activities. Job duties can vary widely, not just from job to job, but from day to day.

Responsibilities:

General Office Duties:

*Answering telephone calls and emails from customers and clients and directing them to relevant staff

*Assist in the planning and preparation of meetings, conferences and conference telephone calls

*Creation of electronic forms and maintenance of office equipment and software

*Data entry as needed for program functions

*Manage mail, letters, packages, and other forms of correspondence

*Mail merging

*Filing and file organization

*Organize office spaces and closets for maximum efficiency

*Basic knowledge of office phone systems and equipment

*Coordinate the repair and maintenance of office equipment and software

*Organizing maintenance companies to keep the office clean and safe; and ensure its appliances are in good working order

*Track and replace office supplies as necessary to avoid interruptions in standard front office procedures

*Serve as purchasing agent, including pick-up if needed

*Coordinate activities throughout the organization to ensure efficiency and maintain compliance with The Arc’s policies

*Reporting office progress to senior management and working with them to improve office operations and procedures

*Assist colleagues whenever there is an opportunity to do so

*Promote The Arc of Calhoun County’s mission

*Complete any other duties as assigned by the Executive Director

Staff & Client Care:

*Comfortable handling confidential information

*Manage agendas, travel plans and appointments for Executive Director

*Create and update databases and records for financial information, donors and other data

*Creating an office supply budget and ensuring all employees follow it

*Manage employee training matrix, set up trainings, assist with background checks

*Set up, manage and deploy 360 Evaluations for staff

*Recruit and maintain volunteer staff for various activities

*Assist with interviewing and training new office employees and organizing their employment paperwork

*Greet clients and guests with friendly and welcoming demeanor; being courteous and helpful

*Promote a professional, but fun and engaging work environment, and maintain this atmosphere

Projects:

*Organization and advertisement of events, including fundraisers

*Working in and building spreadsheets with complex content (formulas, pivot tables, macros)

*Organizing and maintaining The Arc’s intranet

*Building PowerPoint presentations with complex content (videos, charts, audio, timings, narration)

*Submit reports and prepare proposals and presentations as needed

*Website and social media management

Billing:

*Entering billing into electronic billing system for services performed

*Track and monitor the billing rendered

*Maintain spreadsheets in accordance to best practices to ensure proper monitoring

*Verify remittance and reconciliation of billing against billing rendered

*Perform Appeals, as necessary and document appropriately

*Verify client Authorizations

*Maintain client Authorization spreadsheets

*Establish communication with contract provider to maintain efficiency of services

*Maintain confidentiality through HIPPA standards

Qualifications:

*Relates well to diverse populations and comfortable in a variety of environments

*Ability to professionally communicate and express a professional appearance

*Team-oriented

*Ability to follow through with tasks and detail oriented

*Excellent verbal and written communication skills

*Exhibits punctuality to work, meetings, trainings, and other assigned duties

*Ability to problem solve and maintain work place safety

*High sense of integrity, optimistic, committed, driven, and motivated to make positive change

*Proven experience as an office administrator, office assistant or relevant role

*Outstanding communication and interpersonal abilities

*Excellent organizational and leadership skills

*Familiarity with office management procedures and basic accounting principles

*Excellent knowledge of MS Office, G-Suite, and office management software

*Qualifications in secretarial studies will be an advantage

*Project management and fundraising skills are a bonus

Must pass an advanced MS Excel and advanced MS Word skills test

High school diploma; Bachelor’s Degree in office administration or relevant field is preferred

Experience in lieu of degree will be considered. Experience working with nonprofit organization(s). Experience working with people with developmental disabilities is also preferred. Must possess adaptability, problem solving ability, superior communication skills, be a collaborator and team player with desire for detail.

32-38 hours per week.

Wage negotiable based on experience.

Click on the PDF button below to fill out your application today! Email your application, resume, and cover letter to leah@thearccalhoun.org.

Hiring NOW for Theirlooms Project Associate

Job Description of Project Associate

for The Arc of Calhoun County

Purpose of Position: The Project Associate will maintain retail store activities while also creating unique home-goods through upcycling and repurposing pieces of furniture.

Scope: Theirlooms Project Associate will work under the direction of the Project Manager to accomplish the following duties:

Responsibilities:

*General retail business, including, but not limited to, packing, cleaning, product handling.

*Basic cash handling and customer service management.

*Retail staging to create visually appealing displays, both inside and outside the store, to draw customers in.

*Lifting may be required, up to 50 lbs. as well as the ability to stand for long periods.

*Ability to work in environments with chemicals, paints, stains, and in outdoor weather with variable climates, etc.

*Ability to work with tools necessary for creating and refurbishing furniture and home goods.

*Promote The Arc of Calhoun County’s and Theirlooms’ Mission.

*Complete any other duties as assigned by the Executive Director or Project Manager.

Qualifications:

*Ability to be self-directed.

*Basic to Intermediate knowledge of upcycling goods acquisition, renovation, and sales.

*Understanding of customer service model.

*Ability to communicate with a team in order to complete all operations.

*Ability to communicate and interact respectfully with employees, customers, suppliers, and others regardless of race, gender identity, income level, disability, age or primary language.

*Punctuality & attention to detail.