Office Manager at New York Association on Independent Living in Albany, New York

Job Description:

Job Announcement— Office Manager

Organization: NYAIL is a state-wide, non-profit organization, working with Independent Living Centers across the State to eliminate physical, communications, attitudinal, and other barriers for people with disabilities. NYAIL members are Independent Living Centers (ILCs), consumer controlled, cross-disability providers of advocacy, services and supports to people with disabilities.

Position: Office Manager (40 hours per week)

Responsibilities: Under the general supervision of the Director of Office Operations & Human Resources the Office Manager will be responsible for the daily inter-workings of the NYAL office. The Office Manager performs, coordinates, and conducts administrative activities including the provision of varied and complex office duties and other duties as assigned. This position requires confidentiality, creativity and the exercise of independent judgment. Responsibilities include, but are not limited to:

• In conjunction with the Administrative staff, conduct a variety of administrative duties as required for the daily operation of the office (e.g., answering phones, responding to requests for information, word processing, ordering supplies, copying, faxing, mail distribution, filing, etc.)
• Maintain and verify insurance documents, routinely update lists and certifications for the organization as needed
• Package and mail or ship program materials, office equipment or supplies
• Manage inventory and organization of program supplies, computer and other equipment and supplies
• Assist in coordinating health and safety policies, record adherence, maintain required on-site postings
• Reconcile monthly company credit card statement and submit to Finance Department
• Coordinate workstation setups, manage the organization and overall cleanliness of the office and conference room (supported by building maintenance)
• Investigate common computer, phone system and software errors, respond to copier and phone malfunctions, program office phone system
• Provide technical support to NYAIL staff as needed (e.g., assisting with webinar or meeting set up, Zoom operation, etc.)
• Communicate with vendors and staff as needed, follow-up on repairs and orders
• Schedule and coordinate meetings, interviews, appointments, and/or other similar activities, which may include coordinating travel and lodging arrangements, booking meeting space, arranging for meals, etc.
• Independently respond to letters, emails and general correspondence of a routine nature; draft other correspondence, as requested
• Provide direct administrative support to the Director of Office Operations & Human Resources, the Executive or Assistant Executive Director, NYAIL programs and advocacy efforts
• Attend and take minutes at board, committee, and other meetings as requested

Qualifications: Associate degree and 3-5 years of progressively responsible office or administrative experience. Alternatively, an equivalent combination of education and experience to successfully perform the essential duties of the position as listed above.

Knowledge, Skills, and Abilities Required:

• Excellent interpersonal and organizational skills
• Outstanding oral, written and communication skills
• Superior attention to detail
• Strong computer skills, including advanced knowledge of MS Office Suite (including Outlook, Word, Excel, PowerPoint, Teams) and Zoom
• Ability to independently learn, problem-solve and explain new computer programs/software and equipment
• Ability to multi-task and work under pressure
• Ability to work independently, with minimal supervision, and within a team
• Ability to set priorities, adjust as needed and meet deadlines
• Ability to plan, organize and implement activities, policies, and procedures
• Ability to sit, stand, walk, reach, lift 10-25 pounds regularly and lift 50 pounds occasionally
• Ability to work at the NYAIL office in Albany 5 days per week, 8 hours per day
• Comfort with public speaking to small groups
• Ideal candidate will have experience with the concepts of IL, consumer control, and equal rights for persons with disabilities
• Preference will be given to individuals with personal experience with a disability.

Salary and Benefits:

NYAIL offers a competitive salary and generous benefits package. The salary for this position is in the range of $50,000 per year, commensurate with experience.

Location: This is an Albany-based, in-office position.

How to Apply: Please submit a cover letter and resume to amercer@ilny.org. Include “Office Manager” and your last name in the subject line. Applications without a cover letter may not be considered. Applications will be reviewed on a rolling basis.

*If you require an accommodation related to the application and interview process or to meet the essential functions of the position, please let us know. We look forward to hearing from you. 

It is the policy of the New York Association on Independent Living to afford Equal Employment Opportunity (“EEO”) to all employees and applicants without regard to race, color, religion, gender, age, national origin, disability, marital status, domestic violence victim status, sexual orientation, genetic predisposition or carrier status, veteran status or any other protected characteristic as established by federal and state law. NYAIL promotes a drug-free work environment and does not tolerate unlawful discrimination, harassment, or retaliation.

Keywords: office manager; support services, coordinator, management; assistant; administrative; secretary; nonprofit; disability; advocacy

Job Type: Full-time, in-office.

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