Office Manager - Winnipeg, Canada - Youth Employment Services Manitoba

Description

For 50 years,
Youth Employment Services Manitoba (YES Manitoba) has been providing free, inclusive employment services to youth between the ages of 16 to 29 to help them in their journey to becoming self-sufficient.

YES Manitoba is seeking a full-time Office Manager. The Office Manager will work closely with the Executive Director to ensure the organization is operating effectively, efficiently, and safely. This position is responsible for organizing and coordinating all office processes and procedures, managing reception and the Resource Area, and streamlining and delegating tasks to appropriate staff, as needed.


Key Responsibilities:

• Operations_
• Maintain office by organizing office operations, manage internal and external correspondence, design and maintain filing systems, review and manage office supply inventories, and monitor, execute, and assign administrative tasks.
• Oversee and coordinate office procedures and policies and support staff in execution; review, evaluate, and recommend relevant updates and new procedures, as needed.
• Oversee relationships with vendors to ensure efficient operations, including IT service providers, mail and courier delivery, maintenance service providers, and printing and office suppliers.
• Manage organizational accounts with vendors and service providers to insure timely and costeffective delivery of required goods and services; reconcile monthly statements and invoices.
• Ensure security, integrity, and confidentiality of organizational data; manage staff access to required systems; ensure all applicable data is tracked and filed correctly and securely; maintain all files and records in accordance with YES Manitoba policies.
• Manage telephone system and automated switchboard via service provider portal; assign staff extensions, update outgoing messages, set up automations; train staff, assign remote access, and liaise with servicer provider.
• Manage organizational websites; maintain domain registrations, perform ongoing content and resource updates to webpages, and oversee administrative access and staff training.
• Perform general banking and accounts payable duties; maintain petty cash fund for minor purchases, manage organizational credit card accounts by monitoring transactions and reconciling purchases, organize cash deposits, and support other day to day bookkeeping tasks, as required.
• Oversee and process biweekly payroll in collaboration with the Executive Director.
• Human Resources_
• Provide direct supervision and leadership to Resource Area Assistant, as well as volunteers and practicum students supporting administrative tasks.
• Mentor and evaluate direct reports through regular checkins, performance reviews, and ongoing leadership.
• Support onboarding and orientation of new staff; provide Resource Area, data collection, reporting, and Service Provider Reporting Solution (SPRS) data entry training; assign access and set up required login credentials to IT networks and applicable systems; provide training on all administrative policies and procedures.
• Support coordination of volunteers and practicum students including recruitment, selection, supervision, and evaluation.
• Facilitate effective team work among staff through consistent and clear communication in a variety of mediums, set clear expectations and guidelines for processes and procedures, follow up with individual execution, and provide feedback and support, as needed.
• Serve as internal point person for staff in the absence of the Executive Director.
• Client Services_
• Ensure Resource Area equipment and infrastructure is functioning optimally and is readily available for client use.
• Oversee administrative of organization's shortterm training opportunities including WHMIS, CPR/First Aid, SmartChoices, and Certified Food Handler training; manage registration, provide clients with relevant information (login, access codes, etc.), track client completion, liaise with Employment Facilitators regarding client success, and support data entry of activities into SPRS.
• Support Employment Facilitators and Program Coordinators by assisting with programming and service delivery, when required.
• Data Maintenance & Organizational Evaluation_
• Serve as pointperson for SPRS; provide staff training, troubleshoot issues, verify data entry, and liaise with funder, as needed.
• Provide oversight of all data collection and entry by staff, volunteers, and practicum students on various platforms, including SPRS and all other internal tracking systems.
• Collect, collate, analyze, and report on accurate qualitative and quantitate data across all program activities; compile broader statistical provincial and national data on youth employment and sector trends.
• Compile and prepare monthend and yearend reports for assigned projects (including core funding and Education Program); help to ensure monthly targets are being met and submit month and yearend reports to funders on beh