Office And Fleet Manager at Caritas Family Solutions – Mt. Vernon, Illinois

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better.

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off
• Paid training
• Health Insurance
• Dental and Vision
• Life insurance
• 401(K) with company contribution 4%
• Tuition reimbursement

Job Title: Office and Fleet Manager

Department: Office Administration

Status: Full-Time, exempt

Reports To: Associate Program Director

Compensation Starting Pay: $48,000

Description of Typical Work Schedule: 8:00 AM - 4:30 PM (Hours set based on necessity of department or office.)

PURPOSE: The position of the Office and Fleet Manager is an essential position within this agency. The OFM oversees upkeep of agency offices and vehicles assigned. The OFM ensures the office has adequate front desk and administrative support.

Primary responsibilities are listed below; others may be assigned.

Management

• Leads, offers opinions and direction with willingness to take on responsibilities and challenges
• Develop specific goals and plans to prioritize, organize, and accomplish work
• Assign and review work to direct reports and ensure work is completed and standards are maintained
• Provide information to direct reports by telephone, in written form, e-mail, or in person
• Ability to manage several complex projects/initiatives simultaneously while working to meet deadlines

Office Processes

• Ensures administrative support is available to the programs and/or departments residing in the building.
• Performs or provides oversight for office functional duties such as: processing mail, answering phones, greeting visitors, ensuring adequate office supplies are available for staff.
• Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Ensures adequate file storage on site and manages off-site file storage for legacy and long-term files.

Orders and dispenses supplies.

• Completes vouchers for office purchases or services rendered, when applicable.
• Maintains daily log for incoming checks, cash, and credit card transactions.
• Maintains event calendars and schedules the work of others.
• Schedules events, and programs, including setting up rooms and purchasing of food or other meeting supplies.
• Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Fleet

• Management of Caritas fleet as assigned to building/location
• Daily Monitoring of Fleet GPS data reporting
• Coordinates vehicle usage, maintenance & general upkeep with staff.
• Reconciles vehicle gas card transactions, reporting discrepancies to Finance Department.

Personnel

• Travels regularly to assigned Caritas offices for meetings, office oversight, and supervision of staff.
• Provides guidance and direction to subordinates, including setting and monitoring performance standards
• Get members of a group to work together to accomplish tasks.
• Encourage and build mutual trust, respect, and cooperation among team members.
• Collaborate/work effectively with others in a group and/or team.

DIRECT REPORTS: Office and Program Coordinator, Front Desk/Office Assistant

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED

Degree/Field Required: High School diploma/GED (Related fields will be considered.)

Degree/Field Preferred: 4 yr degree

Experience Required: Minimum 5 years of experience in office setting. (Can be interchanged with equivalent experience from an advanced degree related to this job and/or with other relevant experience verified by applicant/incumbent).

SKILLS REQUIRED:

Proficient Computer Skills In: Excel, Outlook, Word, Database Management Software

Expert Computer Skills In: Outlook

VEHICLE RELATED REQUIREMENTS:

Access to reliable transportation to get to/from work: Required.

Access to a reliable automobile: Not required, but preferred.

Must provide proof of auto liability insurance (and continue to while working in this position): Required.

Must possess a valid driver's license: Required.

We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed.