Description

Summary:

Provide support for program activities and assists with various resident-related functions in the facility.

Provides administrative support to staff as needed.

Responsibilities:

1. Maintain active resident caseload roster.
2. Ensure that all resident and program supplies are in stock, and reorders as needed.
3. Conducts the on-site banking system for residents and secures valuables according to protocol.
4. Assists with special events and activities for clients.
5. Organizes and attends house meetings with Program Director; takes minutes of meetings.
6. Responsible for the incoming and outgoing correspondence to/from the Program Directors office.
7. Maintains records of attendance regarding residents’ activities and distributes to appropriate staff when necessary and utilizes attendance records/statistics to prepare appropriate reports.
8. Writes, transcribes, maintains and distributes minutes of meetings. Maintains the appointment calendar for the Program Director.
9. Oversees the maintenance of the office equipment and applicable service contracts.
10. Distributes the mail to all staff and maintains files in the Program Director’s office.
11. Maintains and monitors petty cash for the program and produces weekly reconciliation in conjunction with the Director and designated staff.
12. Responsible for ordering and maintaining inventory of all office supplies; orders supplies through the central purchasing system once approved by the Program Director; maintains an adequate supply of all in-house forms or produces such as needed/directed.
13. Responsible for special computer projects as requested by the Director.
14. Answers/screens calls for the Program Director.
15. Has the primary responsibility to produce appropriate check requisition orders as assigned by the Director, for telephone and utility bills, manages accounts payable and general ledger.
16. Assists with the preparation of monthly reports to DHS and other reports as necessary

Qualifications

Knowledge:

The position requires a H.S. Diploma or equivalent and related clerical/secretarial experience. Computer skills such as proficiency with Microsoft Word and Excel are required. Needs the ability to establish workload priorities and balance diverse projects. Must have exceptional oral and written communication skills pertaining to individuals and groups regarding complex and sensitive issues or regulations. Physical abilities to perform the essential job functions are needed. In addition, the Office Manager shall perform any duties as required to meet the needs of the program/service and the clients we serve. The agency reserves the right to review and change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.