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Full Job Description
The Office Manager is responsible for the overall supervision of office operations, including supervision of administrative staff. Establishes process to ensure smooth operation of all office activities, operation of telephone services, communication flow, and secure flow of visitors to the building. Coordinates all services with vendors, and serves as a primary contact point, within the agency and other external parties, to provide appropriate communication flow. Provides administrative support to program, and may be involved in special projects, as requested by supervisor.
ESSENTIAL FUNCTIONS
Supervises, hires, and provide training for new employees, and volunteers.
Establishes a process that ensures smooth operation of all clerical and support services.
Provides direct secretarial support to division staff, including typing, filing, word processing/computer work, editing, composing correspondence, monitoring/returning phone calls, scheduling appointments, meeting minutes, and ordering/maintain office supplies.
Assists supervisor in monitoring accounting procedures and budgets. Tracks client authorizations, including working with county workers, clients, and/or guardians to ensure authorizations remain current.
May maintain knowledge of assigned regulations, and contract agreements. While coordinating vendor services and assigned contracts.
Coordinates collection of all statistical data for reports and responds to community agency requests for written divisional program materials, as well as agencies' request.
Assists direct supervisor with completion of annual contracts, license/permit application, reports and annual contracts.
Coordinates program changes related to staff, office space and technology.
Responsible for reviewing and ensuring the relevance, accuracy, and timeliness of data and reporting for purposes of accountability and client outcomes.
Other duties as assigned.
MINIMUM QUALIFICATIONS/TECHNICAL EXPERTISE
2 years of relevant experience, 4 years of relevant experience in lieu of degree.
Bachelor's degree preferred.
1 year of previous supervisory experience required.
Proficiency working with Microsoft Office Suite.
Ability to work with diverse and/or low-income populations, including those who may be experiencing homelessness, unstable housing, and/or mental illness required.