Office Manager

Position Summary

The Office Manager is the primary staff person charged to respond to the daily and operational needs at both the White Bear Lake and Wayzata offices. Serves as the first point of contact answering a multi-line phone system guiding callers to the proper staff/voice mail as well as welcoming and greeting/directing in-person, visitors and employees at the Wayzata office. Includes triaging guest and employee requests to ensure they are supported, managing office mail services and the support centers (copy/mail rooms).

Serves in an administrative support role to support various functions as needed. All employees are expected to center, model and champion Hammer’s core values:
Person-Centered, Relational, Opportunistic and Stewardship in order to provide people with intellectual and other disabilities, the opportunity to live life to its fullest.

Full-time

• Reception Services (Wayzata office):
  Greet and welcome guests, staff, and individuals who are supported by the organization.
• Answer, screen and triage incoming calls from a multi-line phone system and forward to the appropriate staff persons.
• Provide basic and accurate information about the organization and its programs in-person and via phone/email.
• Maintain the front desk, lobby and first floor service area in a tidy and presentable manner.
• Office Management (Wayzata office unless stated):
  Primary staff person charged to respond to the daily and operational needs at both the White Bear Lake and Wayzata offices. Travel to WBL office as needed.
• Receive, sort, and distribute mail, packages, deliveries etc. as appropriate. Prepare outgoing mail (metering of mail, mail supplies, etc.).
• Sort and post incoming checks by appropriate department (Hammer/Finance, Development, Hammer Travel, etc.).
• Ensure that interview, boardroom, and other public facing meeting rooms remain clean and organized and that communal supplies are maintained.
• Order and distribute communal office supplies; accurately process monthly expense reconciliation and allocations.
• Copy/print and distribute communications for home and apartment programs.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook etc.).
• Update organizational calendars, schedule meetings and send email to staff as requested.
• Perform other duties such as filing, photocopying, transcribing, or faxing as needed.
• Maintain Contracts file on SharePoint.
• Administrative Support:
  Facilitate industry and census surveys as directed by CEO.
• Update monthly dashboard.
• Serve in an administrative support role to support various functions as needed.
• Leadership and Supervision:
  Serve as a member of the Human Resources and Training team.
• Lead, manage and supervise Office Coordinator (WBL office) and Volunteer Receptionist(s) (Wayzata office).
• Using the organizational monthly check-in form complete monthly check-ins with direct reports.
• Actively participate in team building, fostering a work environment that reflects the organization’s stated core values.
• Hire staff members to ensure quality work reflective of Hammer & NER’s mission, vision and values.
• Coach and develop staff members by monitoring employee productivity and providing constructive feedback; facilitating conflict resolution among employees; ensuring adherence to legal and organizational policies and procedures and undertaking disciplinary actions if the need arises; and completing annual performance evaluations.
• Maintain and approve direct report timesheets, Paid Time Off requests, and other personnel records.
• Build trusted partnerships and relationships with other departments, and key stakeholders.

• Proven experience as front desk representative or office manager using a multi-line phone or relevant position required working for a mid-sized organization. Formal, informal, and cross-disciplinary experiences will be considered.
• Willingness to manage multiple priorities to ensure work is completed in a timely and productive manner.
• Demonstrated experience communicating effectively and persuasively both verbally and in writing on an interpersonal and group level.
• Experience exercising professional discretion and maintaining confidentiality.
• Must demonstrate the ability to work diplomatically with a wide variety of people, complete tasks with a high attention to detail, and possess strong organizational skills.
• Proficiency with Microsoft Office Products (Outlook, Word, Excel, PowerPoint, Teams).
• Experience, ability, and commitment to working with individuals and teams that are mixed across lines of difference such as race, gender-identity, sexual orientation, religion, ability, age, class, and immigrant status.
• Must be willing and able to work flexible hours/days, including occasional evenings and weekends, reflective of the dynamic schedule of the organization.

$50,000-$59,000 Yearly