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The Arc of Litchfield County, Inc. Assistant Office Manager (seasonal - Camp MOE) in United States

Assistant Office Manager (seasonal - Camp MOE)

Job Details

Job Location

CAMP MOE - TORRINGTON, CT

Position Purpose: 

The assistant office manager is responsible to work directly with the office manager in the daily operations of the Summer Office, delivery of quality service to our customers and staff and supervision of Office Support Staff.  The position involves considerable independent work as well as being an effective member of a team. All camp staff is responsible to be cheerful, happy and energetic while carrying out their duties at camp. 

Essential Job Functions:

  • Develop weekly unit roster.

  • Make copies of unit rosters for all unit leaders, waterfront director, nurse, porch office and main office – distribute each Friday, afternoon for upcoming week

  • Oversee the inventory and ordering of business, program, and office supplies and arrange for the routine maintenance of the camp business equipment.

  • Maintain inventory of office supplies and place appropriate orders.

  • Ensure office equipment is in good operating condition.

  • Promote practices that seek to reduce waste, reuse items, and recycle as much as possible.

  • Manage petty cash, recommend purchases, and perform shopping function as needed for all camp supplies.

  • Assist in the management and record keeping of camper and staff information.

  • Assist camp director in the collecting and filing of human resource forms from camp staff.

  • Record, file, summarize, and prepare reports related to camper registrations.

  • Collect daily attendance sheets – check off master list, return sheets to unit mailboxes

  • Call all campers who are absent and have not been called out (check bus books before making the calls)

  • Make necessary changes on master list and notify directors, unit leaders along with nurse, porch office and waterfront of any changes.

  • Develop weekly bus and van roster for am pick up and pm drop off.

  • Set up bus/van books weekly – add campers authorized pick up sheets to appropriate books.

  • Develop weekly before camp care roster.

  • Develop weekly after camp care rooster – have campers authorized pick up sheets with rooster

  • Sign in all guests – follow visitor procedure

  • Responsible for sign-in and sign-out daily (parent sign in/out log)

  • Assure that all campers who are being picked up at camp are signed out by parent/guardian – check ID and check campers authorized pick up sheet.

  • Make copies of all notices that go out each Monday of a session and distribute to Unit Leaders by noon.  (Ex. rules, lime disease, calendar, etc.).

  • Make copies of all special event notices and distribute to all Unit Leaders when necessary.

  • Maintain inventory of lunch and breakfast supplies

  • Filing

  • Receiving phone calls and maintaining log of incoming calls

  • Incoming and outgoing mail

  • Discipline:

  • Familiarize ones self to the camp rules & code of conduct.

  • Follow through with steps of the code of conduct as needed.

    • RESPECT, LISTEN, FOLLOW THROUGH *

       Other Job Duties:Any other duties as assigned by the Director, Assistant Director.

  • Participate as a member of the camp staff team to deliver and supervise programs, special events, overnights, and other all-camp activities and camp functions. 

Qualifications:

  • Proficiency in Access 2007.

  • Experience in business or school setting.

  • Knowledge of and experience in business: ordering, inventory, cash management, and office equipment use.

  • Ability to work within a budget and purchase supplies efficiently.

  • Likes children.

  • Minimum age of 20

  • Demonstrated competence with Microsoft Office suite software.

  • Familiarity with general office functions

  • Emotional maturity, good moral character, & integrity

Physical Aspects of the Job:

  • Ability to effectively communicate orally and in writing.

  • Ability to safely and properly operate business equipment.

  • Manual dexterity to utilize computer and other office equipment.

  • Physical ability to respond appropriately to situations requiring first aid. Must be able to assist campers in an emergency (fire, evacuation, illness, or injury) and possess strength and endurance required to maintain constant supervision of campers.

     Some physical requirements of an office manager position could be endurance including standing, running, some bending, stooping, and stretching.  Requires eye-hand coordination and manual dexterity to manipulate equipment and ability to lift and/or move up to 25 pounds.  Requires normal range of hearing and eyesight to record, prepare, and communicate information in regards to the Camp MOE program. 

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