Office Manager

Department: Administration

Reports to: Administrative Officer to the CEO

FLSA Status: Non-Exempt

Communities In Schools of Houston (CIS) exists because students across Houston face a myriad of barriers to success, whether it’s because they face mental health issues or are at-risk of dropping out of school. Our mission is to surround students with a community of support, empowering them to stay in school and achieve in life.

Job Summary:

The Office Manager is responsible for performing a range of clerical and administrative tasks to support daily operations in an office setting. The Office Manager attends to visitors and deals with inquiries on the phone and face to face, supplying information regarding the organization to the general public, vendors, partners and others. The Office Manager handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced environment. The position will involve significant interaction with the agency’s Department Directors, campus-based staff and visitors.

Supervisory Responsibilities:

• This position does not have supervisory responsibilities.
  
  

Duties/Responsibilities:

• Central Office Support
• Answer, direct and place phone calls with courtesy and share information with efficiency.
• Welcome and screen all office visitors.
• Receive, sort, distribute and communicate with recipients about incoming mail.
• Email, photocopy, scan and fax documents, when needed.
• Prepare outgoing mail on and maintain upkeep of the mail meter.
• Assist departments with special projects.
• Provide in-office support to all staff, as needed.
• Assist CEO with employee engagement such as birthday cards, anniversary emails and New Employee Breakfasts.
• Handle confidential and sensitive matters in a professional and discreet manner.
• Responsible for coordination of Central office logistics (scheduling of meeting rooms, distribution of workstation keys, managing collection room communication and its contents, etc.).
• Support staff by preparing meeting rooms as requested.
• Assist in maintaining appearance and organization of common office areas.
• Serve as point of contact with building management.
• Serve as point of contact for internal furniture, office equipment, and office supplies requests.
• Serve as lead fire marshal.
• Oversee building access protocols and procedures (distribution of office keys, garage and building access card requests, distribution and tracking, etc.).
• Ensure provision and maintain stock of general office supplies (paper towels, water bottles, coffee, copier paper, etc.).
• Make financial decisions, in tandem with and the approval of the Administrative Officer to the CEO, in accordance with agency policies, strategic plan, and CEO vision and department budget.
• Prioritize multiple projects and coordinate and communicate responses for projects on a daily basis.
• Serve as travel coordinator, as assigned.
• Demonstrate strong customer service, organizational and analytical skills.
• Promote and maintain agency culture, standards and systems.
• In-Office Technical Support
• Responsible for in-office technology troubleshooting.
• Support laptop submission process in coordination with Finance Department.
• Monitor functionality of virtual meeting supports and report repair needs, as needed.
• Support fax, phone, meter mail, and copiers’ functions and report repair needs, as needed.
• Support technology inventory process.
• Coordinate budget-related decisions with Payroll & Technology Coordinator.
• Responsible for in-office labeling, signage and guidance for technology equipment usage.
• Other Duties as Assigned
  
  

Required Skills/Abilities:

• Valid Texas Driver License.
• Able to read, write and speak English is required. Bilingual in Spanish, is highly preferred.
• Demonstrate proficiency in Microsoft Office including Outlook, Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Exhibit strong ethics and integrity.
• Ability to plan and prioritize job assignments and meet deadlines.
• Good organizational skills.
• Ability to follow policies or procedures.
• Patience and listening skills to respond appropriately and interact positively with employees and visitors.
• Ability to stay calm under pressure.
• Ability to interact consistently and professionally with all CIS community members, including Board Members, CIS executive staff and employees, and all visitors.
• Ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources and organize and maintain administrative processes.
  
  

Education And Experience:

• High School Diploma required. Associate’s degree or higher preferred
  
  

Work Environment:

• This position works onsite in-office.
  
  

This job description is not comprehensive and is subject to change at any time.

Physical Requirements:

• Ability to lift, carry, push, pull otherwise move items up to 5 pounds frequently and up to 20 pounds occasionally
• Ability to remain in a stationary position for an extended period of time
• Ability to move about the office frequently
  
  

Compensation And Benefits:

Base Pay: Starting at $44,755.26

Benefits: See Employee Benefits at www.cishouston.org/careeers

Office Manager

Department: Administration

Reports to: Administrative Officer to the CEO

FLSA Status: Non-Exempt

Communities In Schools of Houston (CIS) exists because students across Houston face a myriad of barriers to success, whether it’s because they face mental health issues or are at-risk of dropping out of school. Our mission is to surround students with a community of support, empowering them to stay in school and achieve in life.

Supervisory Responsibilities:

• This position does not have supervisory responsibilities.
  
  

Duties/Responsibilities:

• Central Office Support
• Answer, direct and place phone calls with courtesy and share information with efficiency.
• Welcome and screen all office visitors.
• Receive, sort, distribute and communicate with recipients about incoming mail.
• Email, photocopy, scan and fax documents, when needed.
• Prepare outgoing mail on and maintain upkeep of the mail meter.
• Assist departments with special projects.
• Provide in-office support to all staff, as needed.
• Assist CEO with employee engagement such as birthday cards, anniversary emails and New Employee Breakfasts.
• Handle confidential and sensitive matters in a professional and discreet manner.
• Responsible for coordination of Central office logistics (scheduling of meeting rooms, distribution of workstation keys, managing collection room communication and its contents, etc.).
• Support staff by preparing meeting rooms as requested.
• Assist in maintaining appearance and organization of common office areas.
• Serve as point of contact with building management.
• Serve as point of contact for internal furniture, office equipment, and office supplies requests.
• Serve as lead fire marshal.
• Oversee building access protocols and procedures (distribution of office keys, garage and building access card requests, distribution and tracking, etc.).
• Ensure provision and maintain stock of general office supplies (paper towels, water bottles, coffee, copier paper, etc.).
• Make financial decisions, in tandem with and the approval of the Administrative Officer to the CEO, in accordance with agency policies, strategic plan, and CEO vision and department budget.
• Prioritize multiple projects and coordinate and communicate responses for projects on a daily basis.
• Serve as travel coordinator, as assigned.
• Demonstrate strong customer service, organizational and analytical skills.
• Promote and maintain agency culture, standards and systems.
• In-Office Technical Support
• Responsible for in-office technology troubleshooting.
• Support laptop submission process in coordination with Finance Department.
• Monitor functionality of virtual meeting supports and report repair needs, as needed.
• Support fax, phone, meter mail, and copiers’ functions and report repair needs, as needed.
• Support technology inventory process.
• Coordinate budget-related decisions with Payroll & Technology Coordinator.
• Responsible for in-office labeling, signage and guidance for technology equipment usage.
• Other Duties as Assigned
  
  

Required Skills/Abilities:

• Valid Texas Driver License.
• Able to read, write and speak English is required. Bilingual in Spanish, is highly preferred.
• Demonstrate proficiency in Microsoft Office including Outlook, Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Exhibit strong ethics and integrity.
• Ability to plan and prioritize job assignments and meet deadlines.
• Good organizational skills.
• Ability to follow policies or procedures.
• Patience and listening skills to respond appropriately and interact positively with employees and visitors.
• Ability to stay calm under pressure.
• Ability to interact consistently and professionally with all CIS community members, including Board Members, CIS executive staff and employees, and all visitors.
• Ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources and organize and maintain administrative processes.
  
  

Education And Experience:

• High School Diploma required. Associate’s degree or higher preferred
  
  

Work Environment:

• This position works onsite in-office.
  
  

This job description is not comprehensive and is subject to change at any time.

Physical Requirements:

• Ability to lift, carry, push, pull otherwise move items up to 5 pounds frequently and up to 20 pounds occasionally
• Ability to remain in a stationary position for an extended period of time
• Ability to move about the office frequently
  
  

Compensation And Benefits:

Base Pay: Starting at $44,755.26

Benefits: See Employee Benefits at www.cishouston.org/careeers

© 2023 Communities

In Schools

of Houston

1111 North Loop West

Suite 300

Houston, TX 77008

ph: 713.654.1515

fax: 713.655.1302

[email protected]

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