What are the responsibilities and job description for the Office Manager position at Community Partnership For Children?
JOB TITLE: OFFICE MANAGER
LOCATION: DELAND, FL
FLSA STATUS: HOURLY NON-EXEMPT
SALARY RANGE: $36,000
POSITION SUMMARY
Provide supervision to CPC’s daily administrative and support functions including office support, case management support and family support worker.
PRINCIPAL DUTIES AND RESPONSIBILITIES
FLSA STATUS: HOURLY NON-EXEMPT
SALARY RANGE: $36,000
POSITION SUMMARY
Provide supervision to CPC’s daily administrative and support functions including office support, case management support and family support worker.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Oversee daily activities in the Putnam office, including but not limited to:
- Coordinate repair for office equipment (fax machine, copier, front doors, etc.) and monitor completion of work.
- Prepare and maintain calendar for conference room and staffings. Email out staffings, CTC rotations,
- Prepare and send out Putnam extension list, as needed.
- Assist in preparing new case packages (CTC’s) that will be transferred to the Putnam office from DCF. New CTC packages are then given to POA so that she can review and see what is missing at the time of CTC acceptance.
- Order copier toner, drum, staples, etc. for printer/copier. Assist in maintaining the office supplies stocked by sending order requests to the main office when needed requesting printer paper, tape, interoffice envelopes, home visit sheets, etc.
- Keep track of ELC referrals through spreadsheet and remind the Case Managers when they are up for renewal.
- UA calls, UA referral requests to the Courthouse, LabCorp UA Referrals.
- When necessary assist Case Manager’s by typing their mileage.
- When needed request medical and dental records for the children. Upload these in FSFN when they arrive. Also upload pictures of the children in FSFN.
- Upload documents in fsfn and in MJV, i.e., judicial reviews, case plans, etc., and JR orders.
- Request DNA Testing from the DNA Website when court ordered and requested from case manager.
- Respond to visitor’s inquiries and direct them to the correct conference room. Answer the telephone switchboard and transfer calls to correct parties or respond to inquiries as best to knowledge.
- Prepare the daily legal spreadsheet to send out to the Legal Services office and file original.
- Maintain visitor log, print labels, and file them in binder. Remind clients to sign-in when they come visit the office.
- Verify physical area of office is appropriate and contact A/C company in case of any unit not working. Also, contact management company in case the item is not working properly or broken and is responsibility of the management company to fix or repair.
- Organize and maintain kid’s storage area, sorting through donations and accommodating in corresponding bins. Label sheltered children’s items in storage area to minimize loss of items.
- Maintain front desk guide book for the Putnam office.
- Maintain confidentiality on all issues.
This list of essential functions is not intended to be exhaustive. Community Partnership for Children reserves the right to revise this job description as needed to comply with actual job requirements.
EXPERIENCE/PERFORMANCE REQUIREMENTS (Knowledge, skills and abilities):
- Strong computer software application skills
- Detail oriented
- Strong communication skills
- Strong organization and time management skills
- Strong analytical and problem-solving skills
- Ability to work independently and prioritize multiple tasks and projects
- Ability to establish keep confidential information
- Ability to handle stressful situations
- Excellent listening skills
- Ability to set appropriate limits and boundaries with clients
EDUCATION REQUIREMENTS REQUIRED:
- Associates degree in Business Management or related field or five years of administrative experience
- Proficiency in word processing and spreadsheet software
LICENSES AND CERTIFICATIONS
Possess a current Background Clearance Screening Letter as required by DCF; and successfully complete the background screening requirements for Community Partnership for Children.
If local travel is required, a Valid Florida driver’s license and documentation of current automobile insurance, with $100,000/$300,000 bodily injury liability limit, is required.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
Employee will work in an office/clerical environment. The employee will work predominantly seated with recurrent need to walk, stand, and bend from the waist. Occasional light lifting, stooping, and climbing may be required. Occasional local travel.
GENERAL INFORMATION
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. This job description should not be construed to constitute contractual obligations of any kind or a contract of employment between Community Partnership for Children and any employee. Employment at Community Partnership for Children is “at-will” and either party can terminate the employment relationship at any time, with or without just cause.
Salary : $36,000
