Office Manager

Position Summary:

The Assistant Operations Director serves as the Manager on Duty during the Operations Director’s days off by overseeing the overall health and welfare of the all the animals at the Humane Society of the North Bay. The rest of the week, the Office Manager owns several core responsibilities including managing inventory/ordering for all critical supplies in Animal Care (e.g. cleaning supplies, cat/dog supplies, etc.), reporting daily animal inventory, dog pairing, and training and assisting with the directing volunteers.

Job Title: Office Manager

Reports to: Director of Operations

Department: Administration

FLSA Classification: Non-Exempt, Salary

Salary Range: Negotiable

 

Essential Duties:

  • Managing the kennel staff;
  • Executing and providing guidance on processes related to recruitment/selection; new hire orientation; termination/exit from the organization; worker’s compensation; general benefits administration; employment verifications; performance management and, other related activities;
  • Preparing and delivering various reports and documents that capture trends, analyses, and other relevant data and information to support management’s understanding and knowledge of operations, facilities, and activities, to facilitate managerial decision-making;
  • Conducting general office administration functions including monitoring, tracking, and proper display/retention of all required license and permits; the development and facilitating execution of contracts; the procurement and management of office supplies and equipment; and, the planning and organization of the Center events;
  • Ensuring compliance with shelter processes, procedures and policies as well as securing appropriate approvals and adheres reporting requirements, including established expectations related to timeliness;
  • Developing and providing timely and appropriate communications regarding work related operations and issues with staff to proactively ensure information is provided to them in order to facilitate their successful employment;
  • Ensuring that work performed is conducted in compliance with applicable state and federal laws/regulations, as well as the organization’s established policies and procedures;
  • Establishing Standard Operating Procedures, filing/recordkeeping systems, and other administrative processes to provide clarity around procedural expectations; and, to ensure data, documents, and information are maintained in an orderly, accurate, and secure manner;
  • Keeping abreast of marketplace issues and trends that may impact the financial, human resources, or office administration functions;
  • Maintaining and developing professional/ technical knowledge through various options, such as attending educational workshops, reading professional publications, and participating in professional networks;
  • Providing back-up or ancillary support to the Operations Director on budget preparation and administration, as well as cross training in financial, development, and other activities.

Qualifications:

  • High school diploma required. Associate’s degree in business, accounting, finance, human resources or a related a related discipline preferred;
  • Minimum five years related work experience, preferably in a similar role with office management responsibilities;
  • Minimum two years of supervisory experience;
  • Demonstrated knowledge and understanding of staff management practices and processes and the ability to establish accountabilities and expectations and manage performance to achieve results;
  • Basic knowledge of and demonstrated understanding of general accounting principles, budgets, payroll, and related data and financial reports;
  • Proficiency in and demonstrated understanding of Human Resources functions and federal and state employment laws, as well as their application in Human Resources administration;
  • Excellent interpersonal and communication skills with the ability to organize, present, and articulate ideas and information in an effective and understandable manner, both verbally and in writing and the ability to interact in a courteous and diplomatic manner;
  • Strong organizational and time/resource management skills with the ability to plan, lead, and manage multiple priorities/projects under tight timeframes with a sense of urgency;
  • Strong attention to detail and a commitment to accuracy, accountability and deadlines;
  • Analytical skills, with the ability to research, review, and evaluate information and data and identify trends, issues, and other relevant findings to ensure appropriate application of these for business decisions;
  • Strong judgment and critical thinking skills with the ability to exercise discretion related to problem-solving and issue resolution;
  • Proficiency in Microsoft Office Word, EXCEL, and PowerPoint.
  • Other duties as assigned

To Apply: Please send your resume and a cover letter to Director of Operations, Michael Rios by e-mail to mrios@hsnb.org or mail to, HSNB Jobs, 1121 Sonoma Blvd. Vallejo CA 94590

The Humane Society of the North Bay is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.