Job Details

POSITION TITLE: Office Manager

WORK HOURS: Eight hours per day, 40 hours per week, 8:00 a.m. – 5:00 p.m., Monday-Friday

SUPERVISOR: Administrative Services Director

TEAM: Administrative Team

CLASSIFICATION

Non-Exempt

GENERAL FUNCTION: The Office Manager ensures the smooth operation of Nine Star's administrative department, maintaining compliance with all relevant laws and policies while supporting daily operations and assisting with special events. This role demands an organized and detail-oriented seasoned professional capable of handling diverse, time-sensitive tasks critical to Nine Star's success, implementing policies and procedures, measuring outcomes against standards, cultivating relationships with vendors, and implementing preventive measures against potential issues.

MAJOR RESPONSIBILITIES:

• Manage administrative files and records, including corporation, insurance, and grant/contract files.

• Maintain timely SAM and other registrations, licenses, and all corporation-required documentation.

• Attend board meetings and compile accurate meeting minutes according to established protocol.

• Coordinate meeting room scheduling, travel arrangements, and event logistics.

• Support HR functions, including recruitment, applicant screening, employee verification and file documentation.

• Manage workers comp claims, company insurance application filing, OSHA reporting and incident reports.

• Procure and distribute office supplies, including local shopping as required.

• Oversee supportive services operations, including purchasing and distribution tracking.

• Assist staff with various tasks such as resume updates, timesheet completion and payroll issues.

• Document and streamline administrative policies and procedures for team review and approval.

• Manage building and equipment maintenance requests and oversee lease terms.

• Oversee building and equipment bid processes to meet the terms of the procurement policy.

• Assist with programmatic work and assist with data collection and analytics.

• Oversee the documentation of Standard Operating Procedures for all admin and programmatic areas.

• Perform additional duties as assigned.

BACKUP RESPONSIBILITIES

• Provide reception coverage, answer phones, and assist visitors.

• Aid in employment advertising placement.

• Assist with HR and administrative tasks in the absence of designated personnel.

• Support accounts payable and payroll functions as needed.

• Assist with benefits enrollment processes.

• Perform other assigned duties as required.

KNOWLEDGE, SKILLS & ABILITIES:

• Direct experience in office management duties.

• Advanced computer skills, including Word, Excel, database management. UKG payroll/HR experience preferred.

• Human Resources management experience preferred.

• Experience in running payroll and accounts payable preferred.

• Commitment to confidentiality and adherence to established company policies.

• Strong communication skills, both written and verbal.

• Ability to work independently and collaboratively.

• Excellent organizational and time-management abilities.

• Demonstrated capacity for financial transparency and resource tracking.

• Proactive problem-solving skills and willingness to seek assistance when needed.

• Alignment with Nine Star's Philosophy of Care and commitment to following organizational policies & procedures, grant regulations, and all State, Federal and Municipal/local laws.

• Demonstrated ability to successfully create and document efficient systems.

• Essential traits include flexibility in adapting to changing requirements, emotional intelligence, strong interpersonal skills and the ability to design and implement complex solutions.

MINIMUM QUALIFICATIONS:

• At least 2 years direct office management experience required

• Bachelor's degree preferred; 5+ years of direct office management experience may be accepted instead of a degree, with at least 2 years in complex administrative support roles required.

• A clean driving record within the past 60 months, with reliable transportation, is required.

• Must pass Office Manager screening assessments.

• Spotless criminal background check required upon hire and annually thereafter.

• We will require three professional reference letters.