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The Office Manager is responsible for direct supervision of Administrative and Maintenance staff assigned to multiple programs and /or satellite programs. Assists Program Directors in carrying out fiscal and administrative duties.
Responsibilities
Responsible for the supervision of all customer service, clerical, maintenance and security staff assigned to program in accordance with Agency policies and procedures.
Assigns work to administrative staff, indicating priority and required completion date, and monitors quality and timeliness of outputs. Manages deployment of staff among Program sites and satellites.
Is responsible, with input from the Program Directors, for the recruitment, selection and job performance evaluation of clerical staff and provides training and orientation for new administrative staff.
Develops and maintains record-keeping and client scheduling and billing system utilizing Agency software.
Develops and maintains agency filing system for correspondence, program and administrative materials; originates and implements improvements in office organization.
Participates in Same Day Access and Senior Secretaries committees
Maintains inventory and purchase records for review by Program Director.
Receives, disburses and keeps records of Petty Cash funds.
Maintains staff schedules and attendance records. Manages request for time off from Admin staff to maintain office coverage
Maintains appointment and meeting schedule for Program Director, schedules and cancels meetings as assigned.
Types fiscal, administrative, personnel and statistical reports. Takes and transcribes dictation of technical and administrative correspondence emanating from administrative office staff
Maintains confidentiality of communications, especially related to personnel and Program Director correspondence.
Facilities responsibilities: ordering/shopping for supplies, assists with health inspections and audits, reports any building issues to Facilities Manager.
Schedule and assigned duties are subject to change based on the needs of the program and the clients we serve.
Required Knowledge And Skills
Ability to establish and maintain good working relationships with other employees, as well as with the general public.
Effective Supervisory skills.
Must have ability to relate, either in person or by phone, to individuals in crisis. Ability to exercise good judgment, courtesy and tact in receiving callers.
Ability to type and file accurately. Ability to understand and follow routine oral and written instructions. Knowledge of the operation/use of keyboard data entry equipment.
Knowledge of office procedures and equipment. Knowledge of appropriate English grammar and usage.
Qualifications
High school diploma
OR
Equivalency including or supplemented by courses in typing and computer operations plus three (3) years full time paid experience performing some combination of secretarial and data input duties
OR
Graduation from two year business school with courses in typing and computer operations.
AND
Minimum of two (2) years' experience in supervision of staff
Benefits
Sign on bonus
Multiple Health Insurance options
Employee Referral
Tuition Reimbursement
Generous Paid time off
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Mental Health Care
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