NOTE: All applicants must comply with ICL/NYC’s vaccination policy. Individuals selected for employment cannot begin working until they provide verification that they are fully vaccinated against COVID-19 (with an FDA-authorized vaccine). 

JOB SUMMARY:

The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The Office Manager coordinates all administrative functions including report preparation, all payroll and time keeping administrative duties, all ordering and directing the daily duties of the Administrative Assistant and Medical records Clerk..

ESSENTIAL TASKS:

To perform this job successfully, an individual must be able to perform each essential duty listed satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the agency.

1. Design and implement office management policies.
2. Establish standards and procedures for office operations.
3. Organize office operations and procedures.
4. Supervise the Administrative Assistant and Medical Records Clerk assigning and monitoring Administrative Assistant and Medical Records Clerk tasks
5. Monitor and record long distance phone calls.
6. Control correspondences.
7. Review and assure approval of purchase orders for supply requisitions.
8. Liaise with other agencies, organizations and groups as appropriate and directed.
9. Maintain office equipment.
10. Recruit and select office staff.
11. Orient and train employees.
12. Provide on the job and other training opportunities.
13. Evaluate staff performance.
14. Coach and discipline staff
15. Design filing systems.
16. Ensure filing systems are maintained and up to date.
17. Define procedures for record retention.
18. Ensure protection and security of files and records.
19. Ensure effective transfer o files and records.
20. Transfer and dispose records according to retention schedules and policies.
21. Ensure personnel files are up to date and secure.
22. Maintain office efficiency.
23. Plan and implement office systems, layout and recommend equipment procurement.
24. Maintain and replenish inventory.
25. Check stock to determine inventory levels.
26. Anticipate needed supplies.
27. Verify receipt of supplies.
28. Attend supervisory, training and staff development meetings as directed by the Program Director.
29. Complies and promotes compliance with all applicable laws, regulations and agency policies helping to strengthen and maintain an ethical organizational culture.
30. Perform other related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office administration policies and procedures
• Effective staff management skills: Planning, scheduling, assigning and directing of work; appraising performance; rewarding and disciplining; and addressing complaints and resolving problems.; selecting, training and developing employees; directing employees toward desired objectives; delegating, motivating, and controlling the essential work functions (e.g. developing performance standards, measuring results, taking corrective action)
• Ability to maintain a high level of accuracy in preparing and entering information
• Excellent interpersonal skills
• Team building skills
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Effective written communications skills
• Computer skills including the spreadsheet and word-processing, programs, and e-mail
• Stress management skills
• Time management skills

MINIMUM EDUCATION AND EXPERIENCE QUALIFICATIONS:

High School diploma or GED plus at least three years of clerical, administrative or secretarial experience, (graduation from secretarial school.) Related college credits or comparable training program can substitute for a portion of the experience requirement). Proficient in all Microsoft Office programs