Office Manager at LA CASA DE DON PEDRO, INC. – Newark, New Jersey

Clerical and Administrative

• Oversee daily office operations, ensure well-organized, safe, and professional work environment.

• Provide administrative support, customer services, and scheduling.

• Responsible for answering, screening, and transferring all incoming calls; in charge of taking phone messages.

• Provides information to the public by answering questions and requests.

• Open, sort, and distribute incoming and outgoing correspondence.

• Performs general clerical duties including photocopying, typing, scheduling, and faxing.

• Types and designs general correspondence such as memos, agendas, forms, surveys, excel spreadsheets, presentations, charts, etc.

• Schedule and organize final interviews for Executive Office

• Coordinate special events, conferences, registration and travel arrangements for the Executive Office (Administration, Fiscal and Human Resources Offices).

• Responsible for preparing and submitting all Microix requisitions, credit card utilizations, and supporting documents for the Executive Office (Administration, Fiscal and Human Resources Offices), including office, janitorial, consumables, program supplies and other facilities maintenance orders.

• Responsible for delivering in person bank deposits.

• Manage office supplies, equipment, and inventory; coordinate purchasing and vendor relationships when needed.

• Assembles highly confidential and sensitive information.

• Maintains the HR bulletin board in compliance with federal and state regulations concerning employment.

• Coordinates and maintains records for petty cash for the Fiscal Office.

• Prepare payment requests and COGs, when needed for further vendor payments.

• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Responds to all the inquiries from our website and from the info@lacasanwk.org emails.

• Oversees janitor and reports any concerns to the Senior Director of Facilities and Auxiliary Services.

• Administers and observes the organization’s office operations, policies, and procedures.

• Other duties may be assigned to meet the organization’s needs.

Support and Training

• Provide the highest level of support to the Executive Office (Administration, Fiscal, and Human Resources Offices).

• Act as a liaison with other pillars within La Casa de Don Pedro.

• Assemble new hire information packets.

• Assist with job fairs, training room set-ups, and catering orders and set-ups.

• Provide instruction, on-the-job training, and assistance to Fiscal Office staff.

• High School Diploma with five years of administrative or managerial experience.

• Demonstrated ability to maintain cooperative, diplomatic working relationships with co-workers, supervisors and families; work as part of a team and collaborate with colleagues & maintain a positive work ethic; complete projects on time, even when there are competing requirements and changes in assignments.

• Displays willingness to make effective decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

• Display the ability to prioritize and plan work activities; uses time efficiently; plans for additional resources; sets goals and objectives; develops realistic action plans.

• Proficient in Microsoft Outlook, Word, PowerPoint, Excel, Microsoft Teams, OneDrive (Office 365).

• Ability to work independently and collaboratively in a team environment.

• Excellent oral and written communication skills.

Physical Requirements:

• Must be able to lift up to 15lbs.

• Be able to carry classroom supplies and/or office supplies equipment as needed.