Catholic Services Housing and Development, LLC
Position Description
Title: Office Manager Effective Date: 7/1/2011
Dept: Property Revised Date:
FLSA Classification: non-exempt Reports to: Property Manager
General Position Summary
The Office Manager will provide support to the Catholic Services Housing and Development, LLC with office duties to include:
Social Role Valorization coordinating and monitoring to include resident services and appearance planning of properties,
facilitates departments Employee Stewardship Team, Performs quality review and checks within the departments system,
performs customer service duties, and monitors volunteer opportunities within the property department.
Standard Expectations
1. Follow the mission, community commitment, vision, values, and traditions of Catholic Community Services of the
Mid-Willamette Valley and Central Coast.
2. Follow the policies and procedures of CCS as outlined in the Organizational Operating Procedures, Standard
Operating Procedures, and the Employee Handbook.
3. Follow all safety measures as required by OSHA and Catholic Community Services.
4. Follow confidentiality expectations regarding the internal and external people we serve.
5. Adhere to the Catholic Charities Code of Ethics.
6. Support multiculturalism by treating all people with dignity and respect, not engaging in any discriminatory
behavior, participating in four hours of diversity training each calendar year, and support the program’s cultural
competency goals.
7. Act as a team member including, but not limited to active participation, working well with others, and supporting
team efforts and goals.
8. Use a solution focused/problem solving approach when conducting agency business.
9. Provide and maintain professional, respectful communication with all persons while representing CCS & CSHD.
Essential Position Functions and Key Work Processes
Quality Reviews and Systems:
1. Conducts various quality reviews related to all commercial, residential, program, and future projects following the
programs Standard Operating Procedures
2. Monitors and ensures that the property department is in compliance with OSHA, ADA, and Fair Housing
3. Responsible for working with department personnel and the customer to ensure customer needs are met.
4. Ensures vendors have completed their work prior to payment on job sites
5. Visits job sites under construction to help monitor compliance with funding sources
6. Responsible to maintain quality check and balance system to ensure the property department has performed
excellent quality customer service
Social Role Valorization Coordinator:
1. Monitors Social Role Valorization by assisting with all properties and projects to help support the communities
valuing of the people who live and work there
2. Works with customers to help coordinate current work or living space and assists in future needs work or living
space
3. Assist and support residents to take control and grow in self-determination
4. Works with individuals and or groups to navigate them through major role domains that may affect them in a
positive or negative way
5. Coordinates and assists with beautification plans for commercial and residential properties and works with
programs to ensure quality control regarding beautification of properties
6. Manages resident services for rental units
7. Monitors income and expenses accrued by resident services
Department Employee Stewardship Facilitator:
1. Facilitates departments Employee Stewardship Team to track improvements made through the stewardship
process
2. Records and manages necessary data for the Employee Stewardship Team as it pertains to the seven domains:
Integrity, Staff Support, Customer Satisfaction, Outcomes, Compliance, Utilization, and Financial Health
Customer Service Coordinator:
1. Works with the Safety Committee to ensure safety concerns are addressed and all properties are safely
maintained
2. Manages Customer Satisfaction surveys, tallies data, and assists in finding ways to improve customer satisfaction
3. Responsible to maintain quality check and balances to ensure quality customer service
4. Works with a variety of people within the company and community to plan and implement new projects and or
complete improvement projects
5. Provides support and solutions to tenant complaints and or concerns
Volunteer Planner
1. Assesses projects for volunteer services at various properties
2. Plans and coordinates volunteer needs
3. Oversees volunteer services for utilization of volunteer and company labor
Minimum Requirements
1. High School Diploma or GED or equivalent training and office/secretarial experience
a. Associate degree in administration, business management, or related field is desirable
2. Proficiency in a Microsoft environment
3. Prior customer service experience
4. Current valid driver’s license and reliable transportation
5. Proficient in effective communicating and writing styles
6. Property management experience preferred
7. Facilitating experience preferred
Specific Job Knowledge and Skills
1. Knowledge of customer service techniques
2. Knowledge of general office and keyboarding skills
3. Knowledge of facilitating meetings
4. Computer skills with Microsoft Word and Excel
5. Excellent customer service skills
6. Excellent organizational skills
Abilities
1. Ability to maintain confidential information
2. Ability to work with all the people we serve
3. Ability to effectively work with all persons from different socio-economic backgrounds
4. Ability to respect the dignity of each person we serve by showing compassion and caring
5. Ability to use analytical thinking to problem solve
6. Ability to complete projects and meet deadlines
7. Ability to be accurate and detailed
8. Ability to communicate effectively in writing and orally
9. Ability to multi-task and prioritize workload
10. Ability to follow through and prioritize work load
11. Ability to work in a fast-paced environment
12. Ability to be flexible
13. Ability to problem-solve
14. Ability to plan organize and follow-up with projects
Job Complexity
1. To handle multiple tasks at one time and meet deadlines
2. To work with a diverse population of people we serve.
3. To work autonomously
4. Traveling to various job sites
Supervisory Responsibility
Volunteers
Interpersonal Contacts
Customers, employees, groups, social service representatives, providers, and the community
Job Conditions
This position has frequent interruptions with occasional deadlines. A variety of interactions are required. In addition,
these are the physical demands of the position: Occasionally is defined as 0 – 1/3 of an 8 hour day; Frequently is
defined as a 1/3 – 2/3 of an 8 hour day; Continuously is defined as 2/3 – 3/3 of an 8 hour day.
1. Standing/Walking – Occasionally, while walking to the copier, sending faxes, walking to pick up necessary
supplies, walking to meetings.
2. Sitting – Frequently, while working on the computers, completing necessary paperwork, and attending meetings.
3. Lifting and/or Carrying – Occasionally, while lifting /carrying written materials or moving them from one area
or another area (up to 15-25 pounds).
4. Pushing/Pulling – Occasionally, while moving office equipment, supplies, computers, and other facets of the
job.
5. Stooping/Bending/Crouching/Kneeling – Occasionally, while getting files, books from a shelf, picking up
supplies, using electrical outlets, and getting out of or into automobiles.
6. Reaching/Stretching – Occasionally, while retrieving equipment, supplies and paper from various places, and
handing out materials.
7. Handling/Fingering/Feeling – Continuously, while completing necessary paperwork.
8. Seeing – Continuously, in the performance of all facets of the job.
9. Driving – Occasionally, while running errands: Showing units, picking up supplies, and inspections.
10. Twisting – Occasionally, in the performance of all facets of the job.
11. Talking/Hearing – Continuously, in the performance of all facets of the job.
Environmental Conditions
The Office Manager performs most of the duties within office settings on one floor. The location is heated, well lighted
and carpeted. Occasionally, may be subject to inclement weather conditions when: Rainy/ Windy/ Light Snow and Ice.
Travel conditions are contingent upon inclement weather conditions.
Other
No offer of employment in this position is final until the favorable completion of a criminal history check and negative
drug test.
Employee Acknowledgment of Position Description
I certify that I have received, reviewed, and understand the duties described in this position description.
____________________________________________________________________________________________________________
Employee Printed Name Employee Signature Date
Catholic Services Housing and Development is an equal opportunity employer which selects, promotes, and transfers employees without
regard to race, color, sex, religion, national origin, marital status, veteran's status, age, associations, expunged juvenile record, family
relationships, disability, application for Worker's Compensation benefits or other protected status in accordance with applicable federal and
state equal employment opportunity laws.
Catholic Services Housing and Development is a drug free workplace and may conduct a pre-employment, random, reasonable suspicion, and/or post-accident drug testing