Comm PreVoc South -Office Manager-FT-GLOW

Start a fulfilling career that makes a difference in the lives of people with disabilities and their families. We have a variety of full and part-time jobs available and are looking for candidates who are eager to learn. Our employees receive a range of benefits including health insurance, company-paid life insurance, 401K, generous paid time-off and continuing education support!

Summary: Seeking a highly organized and detail-oriented Office Manager to oversee the daily operations of our office. The successful candidate will be responsible for managing administrative tasks, using a variety of software packages, ensuring smooth communication within the organization, and creating a positive and efficient work environment.

Essential Functions:

• Oversee day-to-day administrative tasks, including handling incoming calls, managing correspondence, and organizing office resources.
• Complete billing for ACCES-VR, Business Services, OMH and Waiver Services as necessary.
• Assist with necessary reports for a variety of funders.
• Assist to data enter and process payroll for people supported.
• Order and manage office supplies and equipment.
• Hire and supervise administrative assistant.
• Collaborate with relevant departments to streamline processes and improve overall office efficiency.
• Complete meeting minutes as requested.
• Assist with coordinating DDP data entry and updating as needed.
• Assist with maintaining the Electronic Health Record.
• Coordinate communication between different departments to ensure smooth workflow.
• Facilitate effective communication by distributing relevant information to team members.
• Collaborate with IT support to ensure the functionality of office technology and equipment.
• Troubleshoot basic technical issues and coordinate IT-related tasks.
• Operate and maintain copiers and fax machines.
• Maintain confidentiality and HIPAA standards.
• Professionally serve as a resource to all Arc GLOW staff.
• Maintain petty cash funds as necessary.
• Conduct oneself in a manner consistent with the Agency Code of Conduct and Arc Brand
• Participate in corporate compliance and quality assurance requirements as needed.
• Other duties as assigned.

Non-Essential Functions:

• Serve on committees as requested
• Load and unload buses as requested.

Reporting Responsibilities:

• Sr Director of Day & Employment Services

Supervisory Responsibilities:

• Administrative Assistant (s) as assigned.

Knowledge, Skills and Abilities:

• Proven experience as an Office Manager or in a similar administrative role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite and basic knowledge of office management software.
• Intermediate Outlook skills as evidenced by creating and sending messages, working with address books, handling, creating and using personal folders, scheduling appointments by checking other team member’s calendars, working with meeting requests and managing tasks.
• Intermediate Microsoft Word skills as evidenced by the ability to produce business letters and tables and charts; as well as mail merge, creating forms and organizing electronic files.
• Intermediate Excel skills as evidenced by the ability to use workbooks, create formulas, insert and delete data, create and edit charts, filter and sort lists, and format data.
• Ability to maintain confidentiality and handle sensitive information.

Physical Requirements:

• Standing, Sitting, Walking
• Occasionally required to stoop, kneel, crouch, push, pull and lift.
• Frequently required to reach.
• Occasionally required to lift, carry, push or pull up to 20 pounds; and 10 pounds frequently.
• Visual acuity is necessary to determine the accuracy, neatness and thoroughness of the work assigned; as well as view a computer terminal, extensive reading, preparing and analyzing data and figures.

Working Conditions:

• This position typically operates in a professional office environment.
• Some flexibility in working hours may be required.
• Occasional travel to other work sites.
• May be required to cover administrative functions in other buildings for periods of time.

Minimum Qualifications:

• High School Diploma with 3 years of experience in an office setting.
• Experience using Microsoft Office.
• Previous experience in office management or administration is highly desirable.