Office Manager

2 weeks ago

Toronto, Ontario, Canada Community Centre 55 Full time

JOB DESCRIPTION

Position Title:
Office Manager

Salary:
Wage Grade - Step 1 $25.35/hr (CUPE 2998)

Benefits:
Mandatory benefits only

Hours: 9am To 5pm. Some evenings and weekends. 40 hours per week

Accountability:
Program Director

Function:
To act as a generalist and to support all facets of the organization

To provide reception services, office, and clerical support to the Community Centre 55 staff

To enhance organizational effectiveness by providing information and management support

Status:
Permanent Full Time

PURPOSE:

Community Centre 55 is a community-based organization, developed by and accountable to the community.

The main purpose of Community Centre 55 is community service delivery and to act as an intermediary organization facilitating the development of the community by helping it to strengthen its capacity to fulfil its own needs.

Community Centre 55's unprejudiced overall approach is to " help people help themselves ". Community Centre 55 practices an aggressive style of community development and entrepreneurism.


All employees of Community Centre 55 have the opportunity and the responsibility of participating in our corporate mission of community programs, services and self-sustaining campaigns.


RECEPTION DUTIES:

  • Coordinates reception and security coverage
  • Performs reception duties by answering the telephone and counter inquiries and directs inquiries to appropriate personnel
  • Answers and screens incoming telephone calls. Provides information and referral, takes messages, and/or directs calls to appropriate personnel
  • Develops and maintains uptodate front desk operating manual ensuring accurate Centre information to ensure easy access to information for referral purposes
  • Develops and maintains uptodate knowledge of Centre's programs, services and special events
  • Serves visitors by greeting, welcoming and directing them; notifying centre personnel of visitor's arrival; maintaining security and telecommunications

OFFICE DUTIES:

  • Coordinates the allocation of rooms and other centre resources
  • Plan, organize and direct the workflow of the office
  • Development and maintenance of all files, minutes, contracts, inventories and program registrations in the centre
  • Ensures that all staff are provided with requisite current information to perform their duties
  • Serves as a conduit through which all internal communications flow
  • Operates photocopier, postage meter, all computer terminal(s) and printers and cleans equipment and makes minor adjustments/repairs as required
  • Records daily use of photocopier and postage metre and prepares monthly summary
  • Collates, staples, punches copies as required.
  • Maintains petty cash fund
  • Receives incoming mail, opens, datestamps, sorts, registers and distributes as required
  • Collects, sorts, distributes (and stamps) internal and/or outgoing mail
  • Arranges meetings, attends meetings as directed, takes notes, types and prepares minutes and distributes to appropriate personnel.
  • Checks stock of stationary and office supplies periodically and prepares stores requisitions to replenish as necessary
  • Checks invoice prices and quantities of materials received to reconcile with the purchase orders. Forwards invoice and packing slip with appropriate documentation to Business Director for payment
  • Updates and prepares annual inventory of furniture, equipment, etc.
  • Processes front desk cash transaction: keeps record of all payments made through front desk and assist with reconciliations as needed
  • Schedules reception telephone coverage and evening coverage as necessary
  • Assist with the design, development, implementation, and maintenance of website and social media accounts
  • Keeps the office supply cupboard, reception/secretarial areas, clean and orderly

CLERICAL DUTIES:

  • Supports the business manager with bank deposits and financial transactions including: receipting; depositing and the charitable receipting process
  • Responsible for depositing all Centre revenues and maintaining accurate system of internal records for transactions, including all petty cash and records
  • Responsible for the design, development, implementation and maintenance of an efficient computer filing system
  • Provides orientation, training, development, evaluation and supervision, parttime security/reception staff and reception volunteers as required
  • Responsible for the development and administration of the office equipment and supply budget and compliance with the budget guidelines
  • Ensures that Community Centre 55 bulletin boards display current information and are kept neat, clean and orderly
  • Develops and maintains accurate statistical information on incoming telephone calls and publishes a monthly report to the Executive Director
  • Develops and maintains uptodate catalogue of media coverage of Community Centre 55 including: print media; television media and radio media
  • Responsible for the allocation and scheduling of C

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