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Description

Status: EXEMPT (salaried) Full-time

Hours worked (typical): 40-50 hours

Remote Work: Allowed (work arrangement can change depending on performance and/or needs of Caritas).

EEO Classification: First/mid-level officials and managers

Job Tasks Typically: Unstructured - worker will be allowed to determine/plan the order of tasks, priorities, and goals. 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 vehicular the fleet assigned. The OFM ensures the office has adequate front desk and administrative support. The Office and Fleet Manager works with other departments and offices to support supervisors and programs to make sure everything runs as smoothly as possible. Work is performed under the supervision of the Director of Office Administration.

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.
• Contact for and management of vendors (water, copier, cleaning, shredding, vending, etc.) Communicate with and provide guidance for vendors and service providers to ensure business needs are met.

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.
• Ensures office equipment is in working order
• Manages work order requests related to building,
• Communicates & reports to Facilities Maintenance or Office of Technology & Innovation, any issues, or concerns.
• Completes Office Change Requests for all movement in the offices.
• Remains calm & composed if the environment becomes highly stressful. Helps others to remain calm.
• Manages and/or provides oversight of all Petty Cash for program/department use
• Manages office assignment/workspace for new hires, current staff, coordinating with other administrative and program staff to ensure adequate on-boarding.
• Assures office compliance with accreditation requirements such as fire and tornado drills and monthly building inspections

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.
• Identify the developmental needs of others and coach, mentor, or help others to improve their knowledge or skills. If and when necessary, follow the corrective action procedure to resolve issues that have not be remedied with coaching/development methods.
• Supports efforts towards staff morale initiatives and/or events.
• Interpret administrative and operating policies and procedures for employees.
• Develop constructive and cooperative working relationships with others and maintaining them

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

Requirements

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 (Related fields will be considered.)

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.

Salary Description

$48,000.00