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Status: Exempt, part-time (20 hours weekly)
The position of Office Manager is under the supervision of the COO. This position must be available to assist the COO with PayChex payroll, general operational management support and other clerical tasks. This is a critical support position.
Essential Duties and Responsibilities include the following:
(Other duties may be assigned.)
- Processes semi-monthly payroll using PayChex payroll system.
- Ensures that all timesheets are approved by proper supervisor for payment and audits timesheets for accuracy such as department and holiday/vacation/sick availability.
- Audits payroll data for accuracy and troubleshoots any payroll processing problems; resolve any issue and make corrections.
- Maintains Payroll files.
- Addresses employee questions related to payroll.
- General operations management support.
- Coordinating of facility projects and improvements – tracking system for facilities, maintenance schedule.
- Monitoring and follow-up with IT issues to ensure employee satisfaction.
- Manging IT, facilities (phone, plumbing, parking, etc) in an ongoing organized manner.
- Supervising reception.
To perform the job successfully, an individual should demonstrate the following competencies:
- Customer Service - Responds promptly to staff needs; Solicits staff feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Interpersonal Skills - Maintains confidentiality.
- Written Communication - Able to read, interpret, and edit written information.
- Ethics - Works with integrity, confidentiality, and a high level of ethics.
- Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time.
- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
- Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
- Quality - Demonstrates accuracy and thoroughness.
- Quantity - Completes work in timely manner.
- Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines.
- Adaptability - Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events.
- Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.
- Dependability - Follows instructions, responds to management direction.
- Initiative - Asks for and offers help when needed.
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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelors degree preferred, minimum high school diploma or GED.
- Minimum of 2 years related experience and/or training (administrative, etc). Paychex Payroll experience preferred, including the ability to run reports.
- Language skills - an ability to comprehend basic instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to clients, and employees of the organization.
- Computer Skills - knowledge of database software; spreadsheet software, and word processing software; ability to trouble-shoot basic computer issues.
- Facilities – Ability to communicate needs to vendors and monitor progress for facility improvements and maintenance issues.
Part-time exempt position. Annual compensation range is $15k-$18k depending on experience.
Deadline for application:
Until the position is filled.
Email a cover letter and a current resume to: HR@ywca-sv.org. In the subject line state: “Application for Office Manager.” Do not initiate a phone call. Applicants not following this procedure will immediately be disqualified.
Part-Time Shelter Advocate (20 hours per week)
The Shelter Advocate provides case management, DV education, crisis counseling and community referrals to individuals and families who have experienced domestic violence and are residing at the YWCA’s confidential emergency shelter. The SA also supports all activities relating to the daily management of the shelter facility and reports to the Shelter Manager.
- Provide crisis counseling, DV education, case management, information and referrals to adult survivors of domestic violence and their children both on the phone and in person.
- Effectively advocate for clients with outside agencies and community organizations, including accompaniment. All representation on outside committees must be approved by Shelter Manager, in order to coordinate effectively the daily management of shelter activities.
- Communicate effectively with clients to provide information and support relating to the full range of services provided by the entire agency and DV Department.
- Communicate effectively clients' needs to the shelter team.
- Support the work of the team, Lead Shelter Advocate and Shelter Manager by coordinating the daily management of shelter activities, including but not limited to follow up case management, room readiness, distribution of food and supplies and basic site maintenance.
- Conduct intake screenings, interviewing and assessment of clients.
- Manage crisis situations, adhere to safety protocols and provide conflict mediation when needed.
- Keep accurate and confidential records of client demographics ad services provided to clients and update records on timely basis. Report data and client service statistics to data management staff on a timely basis.
- Support the engagement of volunteers in the work of the Program.
- Assist in co-facilitating house meetings and children's activity groups.
- Keep skills and knowledge current by participating in ongoing education and training with approval of Shelter Manager.
Knowledge, Skills, and Abilities
- Knowledge of and sensitivity to domestic violence issues and/or trauma.
- Ability to work independently, handle conflict resolution and manage crisis situations.
- Ability to exhibit warmth, empathy and supportiveness to clients in a non-judgmental manner.
- Ability to work effectively in a changing environment and within flexible residential environment.
- Ability to work with culturally and economically diverse populations.
- Sensitivity to bilingual, monolingual, and multicultural clients.
- Excellent verbal and written communication skills.
- Strong organizational and project management skills.
- Ability to assist with day-to-day residence management and the ability to lift up to 25 pounds.
- Shelter employees must obtain CPR/First Aid certification.
- Must have valid California driver’s license, auto insurance, and submit to a background check.
Education and Experience
- High School diploma required; Bachelor's degree or college course work in social services field desirable.
- Two (2) to three (3) years work experience in a social services environment; prior counseling and case management or residential experience a plus.
- Bilingual, bi-cultural and bi-literate skills highly preferred but not required; Spanish, Mandarin, or Vietnamese languages a plus.
- >Demonstrated experience in handling emergency and crisis situations.
- Demonstrated experience with data management and record keeping.
- Certification as a 40-hr-trained California State Domestic Violence Counselor (Training will be provided).
Available for shifts on Saturday and Sunday 4 pm -12 am and another 4 hours during the week TBD by applicant’s schedule.
Email a cover letter and a current resume to: Amie McClane, Shelter Manager at firstname.lastname@example.org. In the subject line state: “Application for Part-Time Shelter Advocate.” Do not initiate a phone call. Applicants not following this procedure will immediately be disqualified.