Office Manager

Job Description

Provides for the administrative needs of a small adoption agency – serves as a point of contact for new clients, handles daily office tasks, manages client case documents, assists with agency events and fundraising efforts.

Workload

Full Time

Responsibilities

  • Performs administrative and office support activities for multiple staff members.
  • Receive and respond appropriately to all inquiries through “info” email account and website chats
  • Greet visitors and clients, handle incoming telephone calls and mailings, filing, scanning and faxing.
  • Maintains client portal, databases, digital files and data entry.
  • Communication with State agencies and other organizations and institutions.
  • Record and disseminate minutes from monthly staff meeting and any applicable committee meetings
  • Collaborates with marketing agency to maintain and update website as needed.
  • Supports Bookkeeper with billing tasks, as needed
  • Handles or coordinates special administrative projects as needed– including fundraising, family meet ups and workshops.
  • Ensures operation of equipment – printer, postage meter, security system, phone system, IT, etc
  • Maintains supplies inventory by anticipating needed items; placing and expediting orders, stocking kitchen needs, ordering water and communicating any issues with the landlord and office cleaning service
  • Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, and forms control.
  • Initiates CPS background checks and manages all out-of-state clearances
  • Provides information by answering questions and requests.
  • Prepare files for annual DCS audit.
  • Assists the Events Committee with event logistics.
  • Assists in the development and execution of fundraising efforts.
  • Contributes to team effort by providing support to social workers as needed
  • Additional services to accommodate as agency expands and needs increase.

Supervision:   Reports directly to the Executive Director.

Requirements

  1. Bachelor’s Degree.
  2. Proficiency in the use of Microsoft Office and ability to learn and manage online social work (digital portal)
    and social media platforms.
  3. Excellent organizational skills – and ability to self-motivate.
  4. Experience in event management and fundraising.
  5. Appropriate social skills to interact with staff, colleagues, and clients on the phone and through in-person
    contacts.
  6. Successful completion of all required Federal and State background clearances.
  7. Be of good character as evidenced by character references.
  8. Excellent communication skills (written/spoken).

Salary

Not Listed

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      Adoptions of Indiana is taking the necessary precautions to protect the health and safety of our staff and the children and families we serve by implementing new visiting procedures that align with guidance issued by the Centers for Disease Control.