Office Manager

What I am Responsible for (Essential Functions):

The following statements regarding this  Non-Exempt level position consist of duties, responsibilities, and frequency describing the general nature and level of work performed by the employee filling this position. These statements are not an exhaustive list of all duties and responsibilities required by this position. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions.

• Supports the coordination of activities throughout the agency to ensure efficiency, maintaining compliance with agency policies, procedures, and values.
• Assist directors and supervisors in various levels of support with department and agency compliance.
• Manage email, letters, packages, phone calls and other forms of correspondence.
• Helps with administrative requests for purchases, accurately reconciling with immediate supervisor.
• Tracks and replaces needed supplies as necessary to avoid interruptions in standard front office procedures. Prepares purchase orders and ordering of supplies for the agency and departments.
• Supports various departments with accurate completion of new hire documentation and confirmation of employment documentation.
• Assists colleagues whenever there is an opportunity to do so.
• Maintain knowledge of best practices, regulatory changes, and trends with agency compliance as needed.
• Assist HR Director, as needed, in the maintenance of accurate new hire and active employee information.
• Collaborate with directors and supervisors in scheduling interviews and assisting with timely completion of required paperwork.
• Assist with new hire orientation, agency assigned property, employee anniversary/birthday recognition and other areas of support.
• Greet visitors in person or via telephone in a polite, professional, and courteous manner, notifying appropriate department where visitor is requesting access.
• Manage first contact agency inquiries both externally and internally, referring complex and/or sensitive matters to appropriate staff.
• Maintain the highest level of confidentiality of client/employee information, compliant of Personal Health Information as it relates to HIPAA for clients and staff.
• Complies with all federal, state, and local laws and regulations, recommending best practices; with agency compliance requirements.
• Assist with planning and preparation of various agency functions, meetings, and events.
• Provide direction and oversite for clients participating in Agency Work Program for administrative building.
• Maintain healthy and professional boundaries with all staff, clients, and visitors.
• Communicate thoroughly and professionally with all staff, clients, families, community, and agency leadership.
• Coordinate and effectively communicate with internal and external departments/individuals on client issues, as needed. Asking questions for clarity and understanding as needed.
• Efficiently operates office equipment, i.e., phone system, fax, copier, scanner, mail system, etc.
• Assist Executive Director  in coordination, setting up, and planning of monthly board meetings.
• Assist Finance and Development departments with administrative and recordkeeping tasks.
• Responsible for the preparation, scheduling, and organization of agency onsite hotel rooms, and CHC donation rooms.
• Other duties, responsibilities, and/or activities may change or be assigned at any time with or without notice.

 Knowledge, Skills, and Abilities (Competencies) necessary to be successful in what I do:

• Accountable - Takes ownership of responsibilities and actions. Completes necessary and required training(s).
• Adaptable and Flexible - Adapt to changing agency needs, conditions, and position responsibilities. Able to clearly communicate team/department goals and position expectations in line with CHC’s mission and values.
• Administration/Documentation - Complete written correspondence, documentation, and data entry in an accurate and timely manner. Efficiently prepare reports, forms, and other paperwork as required. Demonstrate ability in planning and implementing long- and short-range department initiatives.
• Client Health and Safety - Reduce, enforce, and comply with environmental, personal, and other factors that pose a risk to clients.
• Collaboration - Engage in therapeutic and professional relationships in completing projects, tasks, and development of processes.
• Communication/Problem Solving - Demonstrated organizational skills and other complex activities in support of agency, department, and position objectives. Provide complete, thorough, and detailed guidance with staff, clients, and agency leadership. Attending, lead, and contribute to meetings as needed. Coordinate and communicate with internal and external departments/individuals on client issues. Listens actively and understands others, finds solutions when problems arise and offers alternative solutions, when necessary, Asks appropriate questions when not sure of job requirements or duties.
• Initiative - Complete assigned tasks and duties successfully with little to no supervision in a timely manner.
• Leadership - Practice and model behavior consistent with agency’s code of professional conduct and other policies while also demonstrating ethical practice.
• Professional/Occupational - Demonstrate appropriate behaviors and expectations. Lead by example. Ability to exercise good judgment, to demonstrate an understanding of ethics related to development activities, and to use discretion in interactions with others. Familiar with, interprets, and follows agency policy and state laws regarding employment, workplace, and clients.
• Promote a healthy, therapeutic milieu - Foster and encourages a structured environment that creates a safe, secure place for clients.
• Teamwork and Positive Interaction – Reflect positive people skills and the ability to interact effectively with staff, clients, leadership, stakeholders, and community members in a wide range of roles. Able to work cohesively with all departments fostering effective working relationships within a team environment.
• Trauma Informed Care - Demonstrate awareness and understanding of trauma informed care framework and integrates strategies that are consistent with framework.

Physical Demands and Work Environment:

Light physical demands primarily performed indoors with limited exposure to changes in weather and fluctuation in temperature. Position requires minimal physical activity including moderate periods of walking, standing, bending, and light to moderate lifting. Position  requires periods of stationary activity/sitting. May travel or walk where exposure to the elements occurs. Physical contact while using physical de-escalation holds with clients is possible  requiring the use of arms, hands, legs, and fingers. The noise level in the work environment is usually moderate to loud.