Office Supervisor

About the Company:

Pinnacle Community Services is a private, non-profit family service agency, that has been at work in the Niagara community since 1895. The strength of Pinnacle Community Services is the network of inter-related and complimentary services reaching people at every age and every stage of life; that is what makes us unique. With offices in Niagara Falls and Lockport we impact the lives of children, adults, and families in communities all across Niagara County on a daily basis. We can help you and your family find the services you need.

Our mission: “Side by Side, Step by Step…we strengthen our community by supporting and empowering individuals and families on their journey.”

Strengthening Niagara… one person, one family at a time since 1895.

Job Description:

JOB TITLE: Office Supervisor
PROGRAM: Agency
STATUS: Full Time, (35 hours per week)
FLSA DESIGNATION: Non-Exempt
REPORTS TO: President and CEO
CERTIFICATION: Notary Public or willing to attain within one
year
DEGREE: High School Diploma with 2 years’ experience
in Administrative support or Associates/higher
degree
EXPERIENCE: Must have office/administrative experience
RATE of PAY: $39,000- 46,000 Annually

BENEFITS:

• Hybrid work model available
• Health insurance with an HRA account (HRA-80% of the
deductible), vision, and dental plans available (health insurance
begins 1st day of month after 30 days of work service)
• Employees working at least 1,000 hours per year and who opt out
of health insurance either upon hire or during the open enrollment
period will receive a $750 lump-sum payment
• Flexible Spending accounts for both health and dependent care
• Employee Assistance Program available
• Employer paid short- and long-term disability insurance available
• Employer paid life insurance with the option to purchase additional
coverage at group rates (available the 1st day of month after 30
days of work service)
• 401k Retirement Savings Plan – Agency contributes 1% of an
employee’s salary after 1 year of service yearly AND in addition
matches the first 3% that the employee contributes to their 401k
Plan
• Mileage Reimbursement
• 15 Paid Time Off days, (PTO) in the first year (buy back, carryover,
and transfer to Long Term Sick bank is also available at calendar
year-end of unused PTO)
• Employee receives yearly – 1 floating holiday and 13 recognized
Agency holidays
• 1 Wellness Day yearly
• Wage/Longevity Bonuses available
• Attendance Bonus available bi-annually
• Bereavement Leave – 4 work days of leave with pay available
• Staff Recognition/Staff Appreciation events
• Team Building and In-House training available offering learning
and educational opportunities

AGENCY REQUIREMENTS:

• Notary Public or willingness to attend classes and attain such
• Valid New York State Driver’s License
• Use of personal vehicle during working hours

SKILLS:

• Strong business/management skills including computer systems
and willingness to learn and utilize internal software systems
• Highly organized including clerical skills, supervision of contractors
and requests for proposals, annual documentation and
government filings, meeting preparation and note taking
• Communication, problem solving and decision-making skills
• Ability to exercise initiative and judgment

AGENCY EXPECTATIONS:

• Demonstrates knowledge of the program, missions, and services
of PCS
• Complies with all policies and procedures of PCS and all
governmental and legal requirements
• Attends and participates in appropriate Agency staff trainings and
meetings
• Advocates for cultural diversity/sensitivity as appropriate
• Reports all suspected incidences of child abuse/neglect to NYS
Hotline with supervisory approval

JOB RESPONSIBILITIES:

• Provides supervision and oversight to hiring and direction of
maintenance staff and contractors regarding tasks and projects,
and ensures follow through and quality service/ products.
Including: scheduling, manages and negotiates with any Facility
staff, vendors and contractors
• Monitors the condition of all Agency facilities including shelters,
and identifies short- and long-term projects, updates and repairs
required; ensures completion of submitted work orders through
assignment of appropriate staff, vendors or contractors
• Assists Program Directors in preparing for, and complying with,
shelter standards and inspections
• Coordinates with I.T. to ensure that Agency security and fire
systems are compliant with codes and safety standards
• Coordinates the issuing of keys and key fobs for building
personnel. Trains staff in security procedures related to opening
and closing building
• Manages the purchase and distribution of office supplies, building
supplies, and monitors inventory of Agency wide purchases
• Serves as primary contact for agencies in the Niagara Family
Center, and ensures follow up to Facility concerns or contracts
• Coordinates the scheduling of meeting space and the use of
common facility areas by internal and external community
members
• Ensures annual required filings for maintaining Not-for-Profit Status
are completed and certified
• Organizes and provides support for Agency and Board meetings
• Organizes and files confidential executive correspondence and
administrative agreements and contracts
• Notarizes documents as requested, using notary public standards
• Coordinates and ensures technology for phones, elevators, access
and security systems is working and monitored
• Assists Senior Management team members with support functions
as assigned
• Maintains Donor recognition and thank you communications
software and correspondence under the support of the Director of
Development.
• Performs other duties as requested

DISCLAIMER:
The information contained in this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of this position.

EOE STATEMENT:
It is the policy of Pinnacle Community Services, Inc. to provide equal opportunity in employment and delivery of those we serve without regard to hire, promotion, layoff, recall or other terms and conditions of employment because of race, creed, age, color, sex, sexual orientation, religion, disability, national origin, gender identity, citizenship of any person, immigration status of any person who is not a citizen of the United States, or any other category protected by law. The prohibition of discrimination includes harassment. The people we serve include all those we serve and people service groups who request and are eligible for Pinnacle Community Services, Inc. Ongoing training is provided to assure adherence to this Policy. Pinnacle Community Services, Inc. is an Equal Opportunity Employer.