The Ulster County SPCA is seeking a highly organized, proactive, and versatile Office Manager to oversee the administrative heartbeat of our organization.
This position is critical in ensuring our mission-driven work continues effectively by managing the essential administrative systems, facilities, and human resource functions that support our staff and the animals in our care. In this multi-faceted role, you will serve as a key advisor to the Executive Director, manage essential back-office functions (payroll, HR, and purchasing), and ensure our facilities run smoothly.
The ideal candidate is a problem-solver who excels at multitasking and maintains a professional, compassionate demeanor in a fast-paced environment.
Key Responsibilities
Leadership & Administration
- Executive Collaboration: Act as a professional advisor to the Executive Director; identify and report on internal/external issues affecting the organization.
- Team & Culture: Foster a collaborative, positive teamwork environment for staff and volunteers.
- General Administration: Organize and coordinate general administrative functions and office procedures, ensuring streamlined internal communication and filing systems.
- Policy & Compliance: Develop, implement, and maintain office policies, ensuring full compliance with federal, state, and local regulations (OSHA, privacy/confidentiality, labor standards).
- Records & Reporting: Maintain, update and secure organizational forms, records and reports.
- Direct Supervision: Supervise the Maintenance Worker to ensure facility tasks are completed efficiently. Serve as the Happy Paws Thrift Shop Manager.
HR & Payroll Management
- HR Support: Assist in HR management, including onboarding, personnel file maintenance and compliance, and act as a point of contact for staff regarding administrative policies.
- Payroll Processing: Oversee and execute accurate, timely payroll management.
Financial Operations & Purchasing
- Inventory & Purchasing: Oversee the office budget, manage the organizational purchasing system, and implement and monitor inventory and equipment control systems to minimize waste and ensure essential office items are always in stock.
Facilities, IT, Safety & Operations
- Facilities & Fleet: Manage the facilities maintenance schedule, repairs and projects and oversee fleet vehicle maintenance.
- Vendor Support: Schedule and coordinate outside vendor/contractor support and manage service contracts .
- IT & Equipment: Manage IT infrastructure to remain functional and secure, provide basic IT support to staff, and maintain office equipment (phones, printers, etc.).
- Safety: Oversee workplace safety protocols and documentation and the organization's emergency disaster plan.
Daily Support
- Provide occasional front-desk receptionist support (greeting visitors, answering phones).
- Provide on-call support for shelter emergencies as needed.
Qualifications
Education: Associate’s (or COM/CAP Certification) or Bachelor's degree in Business Administration or a related field strongly preferred.
Experience
- 3+ years of office management, administration or a related operational role (Required).
- 2+ years of supervisory/management experience (Required).
- Experience in a non-profit or animal welfare environment is a strong plus.
License: Must possess a valid, unrestricted driver’s license.
Skills
- Proficiency in MS Office Suite and experience with payroll/HRIS software.
- Strong knowledge of HR practices, OSHA standards, and non-profit regulations.
- Exceptional communication, organization, attention to detail, problem-solving and conflict-resolution skills.
- Absolute discretion and commitment to confidentiality.
Physical Demands & Work Environment
- Standard 40 hour work week, Monday through Friday.
- Active Environment: Frequent sitting, standing, walking, reaching, stooping, and kneeling; occasionally assisting Maintenance Worker with repairs/projects.
- Lifting: Ability to regularly lift and/or move up to 50 pounds.
- Shelter Conditions: Daily exposure to animal odors, airborne particles, and moderate noise levels.
Why Join Us?
The Ulster County SPCA is a private, non-profit animal welfare organization that has served the community for 135 years. Joining our team means your work directly impacts the lives of thousands of animals and their humans. We offer a collaborative environment where creativity is encouraged and every "shared" post has the power to save a life.
How to Apply
Interested candidates should submit a resume and a cover letter detailing their experience in administration and why they want to be a part of our shelter team.
Job Type: Full-time
Pay: $22.80 - $34.20 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Experience:
- Facilities maintenance: 1 year (Preferred)
- Management: 2 years (Required)
- Administrative: 3 years (Required)
Language:
Work Location: In person
