Charitable Advisors LLC
  • 28-Jul-2018 to 26-Aug-2018
  • - Public Advocates in Community re-Entry (PACE, Inc.)
  • Indianapolis, IN, USA
  • Full Time

PACE, Inc. provides services to those with criminal backgrounds to assist them in transitioning back to their community. The Office Manager is responsible for the front desk area, receptionist responsibilities and all duties that allow the office to function smoothly.  The Office Manager is the first interaction clients and partners have with the organization, making a key component of this position to ensure each and every person feels welcomed.   
 
Organization Overview:
PACE, Inc. has been providing services to the ex-offender community since 1960.  The mission of PACE is to provide a variety of services to help previously incarcerated persons to lead productive and responsible lives in their community.  Our vision is to ensure that people returning to the community from incarceration have the tools and resources to successfully reenter; to promote public safety through effective reentry; and to enhance community stabilization through reduced crime and increased productiveness.
 
ESSENTIAL FUNCTIONS (but will not be limited to):
• Office Operations & Technology 
   o Ensure office space is functional
   o Arrange repairs and manage supply inventory
   o Serve as lead coordinator of logistics for large scale events: travel arrangements, catering, vendor contracts
   o Ensure technology is appropriate to meet the needs of growing team
   o Plan and implement office data systems
   o Provide tech support as needed
   o Maintain all filing systems
• Provide Executive Support 
   o Prepare various reports, memos, letters and other documents, using Word, spreadsheets, database and presentation software
   o Note taking
   o Data entry
• Fundraising Support 
   o Correspondence
   o Prospect research
   o Maintain grant tracking database
• Communications/Marketing Support
   o Translate and create flyers, newsletters, emails
   o Update website
   o Social media
• Human Resources: 
   o Oversee new-hire orientation
   o Develop & manage HR procedures, forms, systems
 
FRONT DESK DUTIES:
• Open the office in the morning
• Change sign (Morning, Lunch and Evening)
• Remove telephones to and from night service
• Replenish all perishables
• Unlock file room every morning 
• Maintain paper in copiers, printers and fax machines throughout day
• Responsible for ensuring the phones are answered from 9am-12pm and 1pm-4pm daily
• Schedule appointment for case managers and staff
• Check voice mail messages daily and return all messages 
• Ensure lobby is presentable at all times
• Open and document all daily mail
• Open and respond to (or give to appropriate person) all mail from prison institutions
• Assist case managers with any and all tasks necessary to ensure they are able to provide effective case management
• Create file for orientation (i.e. copy of ID, criminal history, blank TAP, etc.)
• Maintain accuracy of files alphabetically
• Prepare paperwork for orientation and advancing your career (forms, calendars, appointment cards)
• Enter all new client information into ETO (case management system)
• Responsible for ensuring all client names, addresses, etc. are spelled correctly in ETO and on client files
• Responsible for entering all program specific clients (i.e. Duvall, Second Chance, etc.) clients into ETO
• Make weekly reminder calls for clients scheduled to attend Orientation and Advancing Your Career Workshop 
• Update and maintain all client services referral forms
• Update all client information as it is received
• Prepare, maintain, supply appointment cards and survey cards 
• Regularly replenish Program Brochures, fax covers sheets and Intake Forms
• Maintain calendar for the conference room
• Ensure the conference room is presentable for any and all meetings before and after each meeting
• Make sure there are Client Survey forms in the reception area and in the Resource Center  
 
REPORTING REQUIREMENTS:
• Audit Re-Arrest Reports to ensure they are being properly noted in ETO 
• Prepare monthly orientation and narrative report, which details an update on resource development (i.e. housing, etc.); and any critical incidents that may occur.  Reports must be prepared by the 5th of each month and forwarded to the Executive Director 
• Re-arrest and employment reports should be completed any time you receive information from clients, etc, and entered into ETO database  
• Attend professional development training when necessary
 
QUALIFICATIONS: 
• Commitment to PACE's mission
• Strong computer and Internet skills with ability to learn new computer systems quickly: Microsoft Office Suite, Mac OS literacy, Google Apps, Facebook, Twitter, etc.
• Experience in Operations/Administration/HR/IT/Finance
 
PERSONAL CHARACTERICTICS:
• Thrives under pressure 
• Proactive
• Manage multiple tasks
• "Do whatever it takes" approach
• Self-starter
• Flexible problem-solver
• Able to independently set goals and use them to guide daily actions
 
RESPONSIBILITIES:
• Always represent PACE in the most professional way especially when in the community
• Attend and actively participate in all staff meetings
• Submit requested information for Monthly Newsletter or other Development activity
• Participate in development when requested
• Maintain regular and consistent contact with the case managers 
• Participate in and/or conduct staff reviews
• Participate in management and budget meetings with the Executive Director as requested
• Share news, information, new sources with staff; especially as it pertains to development
• Dress, speak and conduct yourself in an appropriate and professional manner at all times 
 
Click the APPLY button to submit cover letter and resume.
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