Office Manager

Position Summary. The position is a central point of communication for the agency and requires strong written, verbal, and electronic communication skills. The Office Manager should be knowledgeable and up to date on scheduled events, messages, reports due, etc. so that he or she may filter this information to staff, the people we serve, parents, prospective families, applicants, Board members, elected officials and other professionals. As this central point of communication, he or she is expected to keep in mind the values of the agency and to provide an image reflective of the agency. He or she should also be able to communicate well with the people we serve, both in person and on the phone.

Responsibilities

• Assume overall responsibility for the management of the office, including managing opening and closing procedures, office moves, office and kitchen supplies and office equipment. Assume leadership for ensuring the overall aesthetic of the office building, including working with others to decrease clutter in common areas, identifying the need for and arranging extra cleanings, arranging for disposal of broken furniture, etc. Manage relationships with vendors such as the cleaning company, vehicle maintenance companies, copy machines and landscapers. Schedule annual Third-Party elevator inspections, house annual water sprinkler inspections and annual Back-flow tests. Arrange for yearly snowplowing, receive, and sign for meds, and handle other med duties.
• Manage front desk systems and procedures, including monitoring daily security measures. Supervise other front desk staff including any students, volunteers, and employees.
• Operate the phone system, including answering phones, returning calls, using voice mail system and other phone system functions. Maintain regular contact with contracted answering service and notify service of any changes to the answering procedures.
• Maintain and create computer-generated forms. Manage and organize office records, including paper and electronic files, vehicle and conference room Outlook calendars, and other agency-wide documents and lists, including phone directories, house lists, voice mail lists, etc.
• Inventory and order office, kitchen, and other supplies, managing office supply budget.
• Compile monthly client calendars and vehicle mileage logs.
• Oversee assigned projects including compiling agency-wide goal planning documents, arranging meetings including ordering food, organizing birthday lunches, etc.
• Enter IT and Maintenance issues into the appropriate databases. Serve as a resource to staff on routine technology questions, such as answering basic questions about Microsoft applications, remote access, projector/laptop set up, etc.
• Handle support tasks for accounting, such as recording incoming and outgoing checks.
• Participate monthly in the Jubilee Association Management Team meeting. Take minutes at and compile and distribute action items.
• Provide proactive, responsive customer service to internal and external stakeholders in all areas of job function.
• Other duties and projects closely related to essential job functions.

Qualifications

• Two+ years closely related experience. Some customer service background and supervisory experience strongly preferred.
• Intermediate or advanced command of Microsoft Outlook, Word, Excel, and PowerPoint. Driver’s license preferred.
• Some background with people who have intellectual or other developmental disabilities helpful but not necessary.
• Excellent communication in writing, on the phone and in person with a variety of stakeholders. An affinity for technologies.
• Ability to thrive in a fast-paced environment while maintaining a friendly outlook and good customer care.
• Ability to relate well to and supervise support staff with intellectual or developmental disabilities.

All employees must be fully vaccinated before starting work.

Compensation: $67,0000 annually and generous benefits, including four weeks vacation, health/dental/life/disability, student loan assistance, paid parental leave, retirement and much more.

Jubilee is currently operating a hybrid workplace model for most administrative roles. Candidates should live within commuting distance of our Kensington, MD office.

About Jubilee. Jubilee Association of Maryland is a faith-based nonprofit that provides opportunities and support for adults with intellectual and other developmental disabilities to live in and enrich their community while fulfilling their personal, family, social, and spiritual needs. Jubilee was started by Hyattsville Mennonite Church in 1978 as part of the movement to bring people with intellectual disabilities out of segregated institutions and into the community. Since then, Jubilee has grown to be a leader in person-centered disability services, currently supporting more than 140 people who are included in their communities across Montgomery County, Maryland. The organization has a staff of 350 and an annual budget of more than $20 million. Through partnerships, innovation, and attentive care, Jubilee is a leader in providing the highest quality services and helping its clients demonstrate the power of inclusion. Learn more at www.jubileemd.org.

Jubilee Association of Maryland is an equal opportunity employer that values a diverse workforce. We are committed to equal employment opportunity regardless of race, color, national origin, citizenship, sex, gender identity, sexual orientation, marital status, age, disability, physical characteristics, genetic information, physical characteristics, veteran status, or religion.

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