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Assistant Office Manager

New York, NY | Other
Expired

Job Description

Overview

NADAP, Inc. is a multiservice non-profit agency dedicated to helping people with medical, behavioral health and social service needs to become self-sufficient. NADAP programs assist disadvantaged populations in New York City and Nassau County. NADAP's services include health insurance enrollment, assessment, care coordination, case management, professional training, job preparation and placement services. NADAP is dedicated to building a culturally diverse workforce, one that aspires to promote an environment that welcomes and supports diversity, equity, inclusion and affirms equal opportunities for all.  Visit us at www.nadap.org. 

 

 

Position Summary

Manages Office Services operations, facility services and staff out of SUCAP's main location. Assists Operations Manager in all aspects of Office Services; oversight of Administrative Assistant and Operations Clerk.

Responsibilities

  • Oversees and delegates work to assigned staff; monitors workflow, productivity and performance; addresses performance problems promptly; conducts and documents regularly scheduled supervision; provides constructive performance feedback; completes and delivers performance appraisals. Participates in the interviewing and selection process of new Office Services employees.
  • Completes assigned daily/weekly reporting for Office Manager and Director. Oversees Office Services team's completion of data entry and daily reports.
  • Assist Operations Manager troubleshooting IT issues for the department; ensuring ticketing procedures are followed and monitored; liaison with NADAP IT and HRA IT departments. Direct oversight of Administrative Assistant with IT functions.
  • Assists Operations Manager (OM) with the Payment and Claiming System (HRA PaCS): When directed, or in the absence of OM, reconciles proprietary contractor fiscal database with NADAP's SUCAP database reflecting client-related activity to ensure that timely, accurate invoices to contractor result in prompt payment to NADAP for deliverables conducted.
  • Financial Services: Assists in managing department budget in collaboration with Management; monitors expenses to maintain balanced budget; oversees accounts payable processing including receipt of invoices, timely processing, appropriate allocation coding; troubleshoots invoice and payment issues; serves as custodian of petty cash.
  • General Operations: Oversees on-and off-site document storage; follows document retention policies; obtains quotes on goods and services as needed; implements quality management activities to ensure accuracy and quality of services; serves as safety representative for fire and workplace safety issues; maintains building/office/file security; fulfills meeting room requests by scheduling rooms with HRA, ordering food and setting-up audio-visual equipment when needed; manages other events as requested; coordinates messenger schedule for delivery requests and Fedex mailings.
  • Assists Operations Manager and Director onboarding new staff; preparing workspaces, supplies, manuals, etc.
  • Assists with department event planning; ordering and event set-up and clean-up.Facility Services: Supports Operations Manager to ensure maintenance and repair for assigned location including cleaning and trash removal and exterminating; troubleshoots problems with building services; maintains office furniture and equipment; ensures maintenance contracts when appropriate.
  • Office Supplies: Oversees supply orders and coordinates planning with the corporate office, gathers order requests, obtains administrative approval, places or monitors placement of order; documents receipt, storage and inventory of supplies; follows up on incomplete and problem orders; monitors and ensures competitive pricing.
  • Policies and Procedures: Develops and documents policies and procedures; reviews and updates procedures as needed.
  • Performs other duties as assigned.

Qualifications

Education: High School

Experience: 3 years

Supervisory experience required

MS office experience required, database experience preferred

 

Company Overview

  • Website nadap.org
  • Headquarters NEW YORK, NY
  • Size 200 - 500
  • Founded 1971
  • Type Private
  • CEO JOHN A DARIN
  • Revenue $10M - $50M
  • Industry Healthcare
  • About nadap
  • ABOUT NADAP Founded in 1971, NADAP is a private nonprofit organization which operates workforce development, case management, care coordination and health insurance enrollment programs in New York City and Nassau County. NADAP serves over 35,000 individuals each year by providing our continuum of services to various populations, such as public assistance recipients, individuals living with chronic illnesses and disabilities, individuals with a history of court involvement and/or substance abuse, at-risk youth, as well as the business community. NADAP specializes in both coordinating the care o ... f individuals living with chronic illness, as well as providing employment services to vulnerable populations and dislocated workers. NADAP's services benefit individuals, families, communities, and businesses by helping our clients achieve wellness and economic self-sufficiency, while fulfilling the growing needs of New York City and Long Island employers. More

Skills for Assistant Office Manager

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