Description

GENERAL MANAGEMENT AND LEADERSHIP

      Ensure the Finance and Operations Director is kept abreast of all aspects of the office and facilities department.

      Serve as the primary contact for all office and facility related issues and needs.

Assist with regular review and updates to office and facilities policies and procedures.
Manage employee relations, staff projects, assignments, and responsibilities.
Maintain and update office certification and licensures related to facilities to stay compliant with the laws and regulations set by State grantees and Insurance payers.  
Leads and plans in-house or off-site activities, like parties, celebrations, and conferences.
Serves on PEER’s Staff and Client Development Committee, the Staff and Agency Events and Celebrations Committee, the Safety Committee, and other committees and projects as assigned by the Finance and Operations Director.
Works closely with the Finance and Operations Director and the Human Resources Manager in providing financial support and expertise to functions such as Payroll, and Accounts Receivable.
 

OFFICE MANAGEMENT 

Maintain office inventory and supplies, including equipment inventory and process orders with necessary approvals.
      Maintains hard and electronic forms and documents, policy and procedure manuals, shared drive files, and other key documents for the organization. 

      Works closely with Human Resources in On-Boarding new employees and making sure they are informed of necessary training, licensing, and policy requirements throughout their employment at PEER.

      Oversee the storage and destruction of records and documents according to agency policy, including employee personal files and provide timely reminders of upcoming compliance issues.

Serve as record keeper and note taker for All Staff meetings, Committee meetings, and other meetings/events as assigned.
Ensure vendors and contractors invoices are received, reviewed and processed timely.
Process all mail received and donation checks as per agency policy. 
Continuously evaluate process and systems to bring efficiency in the agency operations
Supervise administrative support staff, delegates responsibilities as appropriate, and tasks are completed accurately and timely. 
Send staff reminders for official updates on agency closures, and any other important news 
Manage and covers front desk in absence of administrative assistants M-F 7a – 3p.
Work alongside Director Finance and Operations on projects and systems implementations as assigned. 
 

 FACILITY MANAGEMENT

Ensure PEER facilities and offices are clean, functional, in good repair, safe and in compliance with third party requirements (i.e., OSHA, DHS/DBHR). 
Serve as the safety officer for the organization, conducts and documents monthly safety inspections, ensures that all drills and procedures are implemented to adhere to our credentialing bodies. 
Respond to calls for onsite matters after hours, including overnight and weekend alarm calls, etc.
Manage the day-to-day tasks involved with building repairs, renovations, and upgrades, including creating a quarterly facility maintenance check
Assists in reviewing bids and work orders as well as invoices for work done.

Requirements

Qualifications

At least 3 years of office management experience.
Minimum High School Diploma or GED, a bachelor’s degree preferred. 
Demonstrated competency with MS Office programs, Electronic Health Records, Security Systems, and technology.
      Knowledge of Organizational planning, records management, research, and general administration.

Flexible schedule and able to adjust working hours to meet agency needs.
Ability to work on multiple projects simultaneously, set priorities and meet deadlines.
Familiarity of DHS/DBHR, nonprofit organizations, OSHA, and other safety standards a plus
Must own a vehicle with insurance and willing to work out of other Peer locations and events
Ability to lift and transport light office supplies.
Able to climb 2 flights of stairs throughout the day.
 

 Skills

Demonstrates professionalism and a positive, service-oriented approach. Effectively supports administrative operations in a fast-paced, multidisciplinary environment. Works independently and collaboratively while managing competing priorities. Maintains strong organizational, time management, and communication skills. Exercises sound judgment, discretion, and confidentiality at all times. Maintains attention to detail with the ability to problem solve. Build effective working relationships with staff