Office Manager - Office on Youth

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　　Office Manager - Office on Youth

　　Salary

　　$22.83 - $25.69 Hourly

　　Location

　　Durham, NC

　　Job Type

　　Part Time w/ benefits (29 hours or more per week)

　　Remote Employment

　　Flexible/Hybrid

　　Job Number

　　24-04723

　　Department

　　City Manager

　　Opening Date

　　01/23/2024

　　Closing Date

　　2/7/2024 11:59 PM Eastern

　　Description

　　Benefits

　　Questions

　　Position Description

　　Work, Serve, Thrive. With the City of Durham

　　Advance in your career while making a real difference in the community you serve.

　　Hiring Range: $ 23.00-$25.00/hr

　　Hours: Generally 9-3 M-F plus occasional evenings/weekends

　　The City of Durham Office on Youth (https://durhamnc.gov/1350/Office-on-Youth) (OOY) works to create intergenerational spaces of belonging, and lovingly walks alongside young people (ages 13-24 years) as they gain the tools, skills, and confidence to step into their own power now and in the future. In practice, we host a cohort of paid youth consultants via the Changed by Youth (https://www.durhamnc.gov/1354/Changed-By-Youth-Ambassadors) ambassador program and provide funding to community groups working to advance our collective priorities via the Durham Youth Leadership Fund (https://www.durhamnc.gov/4499/Durham-Youth-Leadership-Fund) . We collaborate with young people and other community members to create welcoming and celebratory spaces for young people and connect young people to resources they want and need. We also train and consult with service providers on various topics and amplify youth leadership in engaging ways. All this work requires meticulous planning and administration, and we are excited to hire a new team member to help us manage the growing day-to-day tasks needed to make the OOY run smoothly!

　　The OOY Office Manager will support the team with the administration of contracts, purchases, scheduling, events and meetings, responding to inquiries, and data collection/entry. For some of these tasks, they will use existing City of Durham software and other technology platforms used by the office. They will also prepare documents and reports, support communications/marketing, maintain office operations, and provide other support to various OOY initiatives as needed. The OOY takes a collective approach to visioning and decision making, and as such, the Office Manager will also be engaged in OOY planning conversations and can grow their role over time based on their interests and as time allows.

　　Hybrid option possible, with some regular in-person hours in Durham required. We hope to fill the position by Mid- March 2024, following interviews with qualified candidates.

　　Duties/Responsibilities

　　Coordinates and oversees administrative office functions such as maintaining supplies; processing fiscal, procurement, and/or human resources transactions

　　Provides general administrative support to staff and projects, including making purchases for various events and programs

　　Enters and processes contracts, invoices, and purchases for all OOY initiatives using City of Durham software, such as OnBase and MUNIS (training is provided)

　　Coordinates meeting requests, event calendaring, special event scheduling and/or logistical support for events or facility rental/scheduling; provides calendaring coordination and support for team members

　　Supports OOY financial functions, including tracking purchases, making quarterly projections, and supporting annual budget requests

　　Gathers and compiles data; provides special project/program support related to materials/information-gathering and administration; assists with gathering information about various programs and resources for young people in Durham

　　Prepares and produces documents, reports and/or presentations; assists with the preparation of manuals, procedures, confidential correspondence and public information materials

　　Serves as an OOY liaison and responds to inquiries from partners and community members

　　Uses existing software and systems to submit agenda items for City Council, Board of County Commissioners, and other official meetings

　　Evaluates existing systems and develops new systems for managing OOY operations

　　Supports communication and marketing efforts as needed, which may include collecting pertinent information from partners and sending information out on various channels

　　Other Responsibilities (shared with all other team members)

　　Supports development of new opportunities for collaboration, partnerships, and community engagement/listening

　　Builds relationships with youth, community partners, and City and County youth-serving programs

　　Represents the OOY at various community events and meetings and engages with participants

　　Participates in OOY planning and decision making meetings to develop out programs and set office priorities

　　Minimum Qualifications & Experience

　　2 years of advanced administrative support experience at an organization that works with community members

　　Associate’s degree (or equivalency of HS diploma and 6 years of related work experience)

　　Willingness and ability to work occasional evening and weekend hours

　　Proficient with Microsoft Office applications

　　Proficient with Google applications such as docs, sheets, slides, and forms

　　Proficient with calendaring and scheduling meetings for groups of people

　　Proficiency in procurement and processing invoices

　　Proficiency in researching a specific topic and preparing a summary of findings

　　Experience with accounting and managing budgets

　　Excellent attention to detail and ability to solve problems quickly and responsibly

　　Excellent research skills (using the Internet, talking to people, reading reports)

　　Ability to work on multiple tasks at the same time

　　Ability to plan ahead and manage tasks independently

　　Adaptability and good time management skills

　　Advanced computer skills, including maintaining databases and ability to learn new data management platforms

　　Additional Preferred Skills

　　Experience in and enthusiasm for designing internal systems

　　Understanding of programs and services for young people in Durham, and the organizations offering them

　　Interest in local government and community affairs

　　Fluency in both English and Spanish languages

　　Benefits - Part-Time (1,000 hours or more per year)

　　401(k) retirement plan (5.0% of salary)

　　State retirement plan

　　Benefits Part-Time (Average 30 hours per week over 12 month period)

　　401(k) retirement plan (5.0% of salary)

　　State retirement plan

　　Health Insurance

　　01

　　Where did you first hear about this opportunity?

　　City of Durham Website

　　Walk in

　　Job fair

　　Employee referral

　　Professional organization Please list the organization in "other" box below

　　Internet posting Please list the specific web site in the "other" box below

　　Craig's List

　　Facebook

　　LinkedIn

　　GlassDoor

　　governmentjobs.com

　　Monster.com

　　Indeed.com

　　Employment Security Commission

　　Magazine/Newspaper

　　Other

　　02

　　If you listed "other" above please give specific web site, organization, or publication.

　　03

　　Please select your highest level of COMPLETED education.

　　Less than a High School Diploma or Equivalent (GED, HiSET, TASC)

　　High School Diploma or Equivalent (GED, HiSET, TASC)

　　Associates Degree

　　Bachelor's Degree

　　Master's Degree

　　Doctoral Degree (PhD, Juris Doctorate)

　　04

　　Do you have a valid, unrestricted, North Carolina driver's license? (If you have a valid license from a State other than North Carolina, you must be willing and able to obtain a valid, unrestricted NC driver's license within 60 days of hire)

　　I have a valid, unrestricted NC driver's license.

　　I have a valid license from another State and I am willing to obtain a valid, unrestricted NC driver's license within 60 days.

　　I do not have a valid, unrestricted driver's license.

　　05

　　How many years of advanced administrative support experience?

　　No related experience

　　Less than 1 year of related experience

　　1 year but less than 2 years related experience

　　2 years but less than 6 years related experience

　　6 or more years related experience

　　06

　　How many years of experience do you have at an organization that works with community members?

　　No related experience

　　Less than 1 year of related experience

　　1 year but less than 3 years related experience

　　3 years but less than 5 years related experience

　　5 or more years related experience

　　07

　　Please describe what about this position interests you and why you are a good fit. (50-300 words)

　　08

　　Please give a brief example of a time you noticed something about a system or process that wasn't working and you took action to improve things. (50-300 words)

　　09

　　Using some of your five senses, tell us a short story about something that is significant to you and why? Describe what it feels like, looks like, what do you hear, etc. (50-300 words)

　　10

　　Are you willing and able to work evening and weekend hours on occasion, and with advance notice?

　　Yes

　　No

　　11

　　Are you proficient in the Spanish language (speak, read, and write)?

　　Yes

　　No

　　12

　　How would you rate your experience level with MS Office applications such as Outlook, Excel, Word, and PowerPoint?

　　No experience

　　Beginner level

　　Intermediate level

　　Advanced level

　　Expert level

　　13

　　How would you rate your experience level with Google applications such as docs, sheets, slides, and forms?

　　No experience

　　Beginner level

　　Intermediate level

　　Advanced level

　　Expert level

　　14

　　How would you rate your experience level with accounting and managing budgets?

　　No experience

　　Beginner level

　　Intermediate level

　　Advanced level

　　Expert level

　　15

　　How would you rate your experience level with calendaring and scheduling meetings for groups of people?

　　No experience

　　Beginner level

　　Intermediate level

　　Advanced level

　　Expert level

　　16

　　How would you rate your experience level with procurement and processing invoices?

　　No experience

　　Beginner level

　　Intermediate level

　　Advanced level

　　Expert level

　　17

　　How would you rate your experience level with researching a specific topic and preparing a summary of findings?

　　No experience

　　Beginner level

　　Intermediate level

　　Advanced level

　　Expert level

　　Required Question