Overall, our goal at United Way is to mobilize the caring power of community to advance the common good of our residents here in Fresno and Madera Counties. We know that together, we can make a lasting impact in our neighborhoods, as well as the world at large.
OVERVIEW OF RESPONSIBILITIES
The Office Manager is responsible for a variety of day‐to‐day office and clerical tasks. This position is an integral part of ensuring that the office operations run smoothly and are successful in supporting other business activities. This position requires an organized and
competent professional with phenomenal communication and time management skills, comfortable dealing with people, and able to assist administrative duties with accuracy and speed. The goal is to ensure that office operations are efficient and add maximum value to the organization.
KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. General Office
a. Opening and closing of office including but not limited to walk‐thru to ensure the common areas are clear, the kitchen is organized, thermostats are set and routinely checking for graffiti
b. Performs light building maintenance as needed: maintaining organization, cleanliness of the building, stock building supplies and other.
c. Organize office files and maintain the stock of office supplies.
d. Ensure the office equipment is working properly.
e. Maintains and update all building security access information.
f. Primary point of contact for vendors (janitorial, gardener, etc.)
a. Primary point of contact for all building related matters, including rental reservations, lease inquires, safety issues, supplies, annual certifications and inspections
b. Record all building inquires and rental/lease income for each month to meet reporting expectations.
c. Review all safety procedures and existing lease agreement to ensure proper use of Building.
d. Actively promote United Way Building for lease and rental space.
e. Communicate and update management regarding building needs.
f. Coordinate and schedule all building janitorial, maintenance and repairs.
a. Serve as the primary point of contact for visitors, callers, and tenants.
b. Sort and distribute all mail to appropriate persons or department.
c. Coordinate all use of building agreements.
d. Manage certificates of liability for all events.
e. Manage phone directory and greetings.
f. Maintain and update staff driver’s license and auto insurance files.
g. Manage office celebrations.
h. Maintain log of all visitors and service providers.
i. Ensure good communication with UW tenants and team.
4. Administrative Support
a. Assist Director of Operations with grant management, project management and other related duties.
b. Provide contract support for Leadership Staff.
c. Create all invoicing for building reservations, postage and other charges.
d. Log all incoming receivables, and manage check log, ensuring checks/cash/credit card
payments are logged in daily and distributed to appropriate department for signature.
e. Prepare envelopes and copies for donations (direct gifts).
f. Maintain all calendars for the use of building.
g. Assist and support program events as needed.
h. Assist and support with meetings as needed.
i. Ensure all meetings spaces are presentable per meeting reservation.
j. Other duties as required.
No direct report.
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
1. Knowledge, Skills, Language and Expertise
a. Bilingual in Spanish and English
b. Experience in all aspects of general office assistance.
c. Computer skills including Outlook and Microsoft Office.
d. Strong customer service and interpersonal skills.
e. Ability to work with minimum supervision, exercising sound judgment at all times.
f. Strong communication – ability to read and comprehend instructions, memos,
correspondence, along with writing correspondence.
g. Ability to manage multiple projects simultaneously on a continual basis.
EDUCATION AND/OR EXPERIENCE
High School diploma, or GED equivalent, and two years related experience.
CERTIFICATES, LICENSES, REGISTRATION
Possess a valid California Driver’s License and verifiable automobile insurance. Must have the
use of a reasonably reliable automobile or equivalent vehicle for transportation to offsite
training and events.
Please note this job description is not to a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job. Duties, responsibilities and
activities may change at any time with or without notice.
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
While performing the duties of this job, the employee is regularly required to use hands and
fingers. The employee frequently is required to stand; walk; sit; reach with hands and arms;
climb; balance; stoop, kneel, talk and hear. The employee must occasionally lift and/or move
up to 40 pounds. Specific vision abilities required by this job include close vision, distance
vision, color vision and ability to adjust focus.
UNITED WAY CORE COMPETENCIES FOR ALL STAFF
● Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
● Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
● Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
● Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
● Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.