Office Lead

If you are organized, outgoing and like to help people in a friendly and positive environment, the Earle Baum Center (EBC) Office Lead position could be right for you.   EBC is a nonprofit regional community training center for people with sight loss.  Our campus is in Santa Rosa, CA. on 17 acres and includes a 1-mile vernal pool trail, an accessible labyrinth and wildlife.  

 Summary

The primary duties of the Office Lead are to oversee the EBC front office which is the hub of the center and is responsible for tracking and supporting the daily activities; including greeting and assisting clients, volunteers, and guests that may call or come to EBC.  The Office Lead is the go-to person who knows what is happening throughout the campus at any given time overseeing the activities of the day-to-day activities assuring everything is running smoothly.

Essential Duties and Responsibilities

• Maintains confidential files and records in both hard copy and electronic format; procedures, waivers and other documentation as required. Information must be handled with discretion, professionalism, and confidentiality.
• Develops and follows all processes aligning to EBC financial procedures including management of petty cash assuring accurate reconciliation on a weekly basis.
• Provides oversight, support and training for the volunteers assigned to the front office.
• Assist in developing the volunteer program, may lead and/or attend the volunteer meetings.
• Maintains positive and effective work relationships with all staff, volunteers, and peer organizations including the Department of Rehabilitation, Veterans Administration, and other organizations across the community.
• This position maintains the professional competence, knowledge, and skills for the satisfactory performance of all assigned responsibilities.
• Communicates effectively with all staff, visitors, clients, service providers, donors, and others.
• As an expert, can answer questions about the organization’s services and policies.
• Communicate clearly orally and in writing using the software tools available.
• Maintain all records and documents associated with the management of the front office.
• Maintains and updates class schedules, curriculum for new and upcoming classes, events, and programs for the website.
• Accurately maintains the client data in database as assigned.
• Collaborate with EBC service providers and staff in all agency programs.
• Operate telephone system answering incoming phone calls and assisting the caller and/or relaying messages to appropriate personnel.
• Maintain orderly filing systems and set up new files as required utilizing the online system.
• Takes periodic inventory of supplies, makes purchases, and maintains office supplies.
• May be required to open and close facilities.
• Set up rooms for classes and events daily.  Sanitize rooms after breakdown.
• Makes sure that office equipment is clean and maintained, manages issues with phones and printers that are not working properly.
• Will be assigned projects and special assignments based on skill, availability, and interest.
• Willing to work on weekends and early evenings in support of special events.

Additional

• Class C Driver’s License and clean driving record required for use of company cars for errands.
• Certification in CPR and First Aid will be provided as part of training.

Work Experience

Minimum: 4 years of Office Lead experience overseeing all office activities of a small organization.   Ability to operate office equipment, personal computers, copiers, and telephone systems. Possess strong keyboard and data entry skills, and good working knowledge of office software including Microsoft Office Suite, Data Entry tools like Salesforce and data file structure development and support. 

Box knowledge, or similar; HR experience; record-keeping methods and familiarity with general accounting principles and Quick Books is a plus.  General “handyperson” skills are a plus.  Bi-lingual, fluent in Spanish is also a plus.

Work environment: 

EBC is in a rural setting with exposure to dust, pollen, uneven terrain, and adjacent farming activity.  There is frequent exposure to service dogs. The employee is generally working in both an office and center grounds environment and will be exposed to moderately loud noise levels (busy front office, ringing phones).

NOTES

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. All employees are expected to adhere to all company policies.  The above information is representative of the work performed in this position; however, it is not all-inclusive.  The omission of a specific duty or responsibility does not exclude it from the position if the work is similar or related to the essential duties and responsibilities.

Please send a cover letter and resume to ebc@earlebaum.org