Catholic Community Services of Southern Arizona, I Office Manager-Internal Only in Albuquerque, New Mexico

As a condition of employment, all CCS employees are required to qualify for an Arizona Level One Fingerprint Clearance Card

Position Purpose

Responsible for the administrative and clerical support flow for COPD-New Mexico. Oversees front office operations, including supervision of front office staff. Performs necessary functions to facilitate agency billing, collections, accounts receivable/payable and facility maintenance. Responsible for agency information technology equipment/processes, facilities maintenance and office supply/equipment acquisition processes. Responsible for Local Area Network maintenance, information technology maintenance and hardware/software problem resolution. Completes monthly/quarterly/annual contractual/agency reports and serves as liaison with the Southwest Community Services business office. Assists with the preparation of grant solicitations. Provides basic administrative support to the agency director and COPDNM staff as directed. Position may from time to time be stressful and require a high demand of performance. May perform other duties as assigned.

Essential Functions
  • Supervises Administrative personnel - front desk staff
  • Provides administrative support to the agency management and staff
  • Coordinates assigned projects among various departments, including both COPDNM departments, and outside service providers/partners
  • Responsible for all necessary functions involving generating and compiling agency billing and reporting, keeping on track and within budget requirements according to specifications of the contract; mailing and distribution within prescribed time constraints
  • Provides SCS/CCS business offices with monthly accrual information
  • Tracks and posts all agency receivables and prepares bank deposits; maintains agency ledgers
  • Acts as liaison to SCS business office for accounts receivable/payable, human resource, and grant contract inquiries
  • Identifies overdue outstanding accounts receivables and performs collection actions as necessary for all COPDNM departments
  • Compiles, reviews and processes staff mileage and travel claims, and ensures compliance with applicable policies and procedures
  • Responsible for overall management of COPD NM agency vendor accounts; process vendor payables for payment, works with SCS/CCS on vendor payable inquiries in a timely manner to ensure payables are not past due
  • Acts as custodian of petty cash account, requests and maintains funds, reconciles account
  • Assists with the preparation of grant solicitations
  • Processes incoming/outgoing mail as appropriate
  • Maintains postal and email contact lists for clients, department and agency partners, for public relation activities
  • Monitors telephone, IT, equipment and facility issues, etc, and arranges services as needed for acquisition, repair or changes
  • Monitors and ensures vehicle documentation and supplies are in order including current proof of insurance, registration, and other required vehicle paperwork/first aid kit/roadside emergency kit
  • Provides back up coverage assistance for front office, as necessary
  • Identifies facility needs related to safety, supplies, equipment, space, telephone systems, IT and building maintenance through contact with the landlord and appropriate contractors/vendors
  • Purchases office supplies and other necessary items in a fiscally responsible way to ensure operational efficiency of the office
  • Maintains agency building keys and equipment inventory list as well as manages sign in and out procedures for staff of equipment for loss prevention
  • Safeguards fuel and target credit cards for staff use; manages and tracks in and out procedures for loss prevention
  • May drive agency or personal vehicle on company business

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified, and shall not be considered a detailed description of all work requirements that may be inherent in the job.

Minimum Qualifications

Suitable work experience may be considered as transferable skills in order to meet minimum requirements of the position, and will be considered by the Corporate Director of Human Resources.

  • Associates degree or 2 years post-secondary education

  • 2 years of progressive administrative experience in an office environment

  • Proven skill utilizing Microsoft Office Suite
  • Demonstrated problem solving skills and the ability to work independent of direct supervision in a team environment
  • Proven strong communication skills – oral and written are clear, concise, and in an organized fashion using appropriate style, grammar and tone
  • Demonstrated interpersonal communication skills with persons of varied educational, ethnic and cultural backgrounds
  • Knowledge and experience in working with individuals with disabilities
  • Pass drug screening
  • Pass FBI Fingerprint Criminal History Summary
  • Valid New Mexico License, proof of insurance and New Mexico Motor Vehicle Division
  • Motor Vehicle Report
Desired Qualifications
  • Bachelor’s in related field
  • Additional years of directly related experience
  • 1 year of customer service experience
  • 2 years of experience in the field of interpreting
  • State or National certification
  • Fluency in American Sign Language

No.: 03-10-103

Location: Community Outreach Program for the Deaf - Albuquerque

Status: Full Time - Non Exempt

Salary: $11.38 - $14.23 per hour DOE

Open: Sep 13, 2016

Closing Date: Until Filled