Purpose:

Incumbents in this position perform a wide variety of office support and administrative functions in support of Team Leaders, Coordinators and the Director of Operations. The Office Manager position requires proficiency in the full range of general office services and functions as well as basic knowledge of the services delivered by direct care staff. The duties of this position are too varied and diverse to be classified in a single job description, as such, the Office Manager may be asked to perform tasks and duties not contained within this description.

Knowledge:

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records and other office procedures and terminology.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:

Basic Skills

• Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Monitoring- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Speaking- Talking to others to convey information effectively.
• Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Social Skills

• Coordination- Adjusting actions in relation to others' actions.
• Instruction- Teaching others how to do something.
• Negotiation- Bringing others together and trying to reconcile differences.
• Service Orientation- Actively looking for ways to help people.
• Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

Technical Skills

• Computing – Proficiency in Microsoft Office suite, particularly Word and Excel.
• Equipment Maintenance – Performing and or scheduling routine maintenance on equipment and determining when and what kind of maintenance is needed.

General Tasks

• Communicate with employees and other individuals to answer questions, disseminate or explain information and share complaints with Meghan
• Answer telephones, direct calls, and take messages
• Order office supplies, ensuring that they don’t run out
• Schedule lawn care/snow removal for all locations
• Ensure that office work areas are clean and tidy
• Distribute incoming mail
• Send employee birthday cards
• Send Home Help invoices
• Change on-call person for emergency number weekly

Activities:

Recordkeeping

• Create and maintain employee “books” and files
• Compile, copy, sort and file employee, home and vehicle records
• Ensure each employee has current auto insurance, TB test and driver’s license
• Maintain the individuals’ documents/records (i.e., Social Security Cards, ID’s, etc.)
• Review files, records, and other documents to obtain information to respond to requests
• Track quarterly reports
• Track PCP questionnaires
• Assist Documentation & Compliance Coordinator with purging in-home files annually (employee, individual, food stamp, financial, etc.)

Hiring Process/Onboarding

• Follow phone script when fielding calls from prospective employees
• Review Indeed candidates daily, calling the ones who have not made contact
• Guide prospective employees through initial application/interview process, obtaining copies of Driver’s License, auto insurance, SS card, etc.
• Perform reference checks, ensure completion of I-9 and copy 1st 4 pages of application
• Complete new-hire physical form and direct applicant to Concentra
• Coordinate new Team Member Recipient Rights classes and submit monthly reports
• Direct new-hires to get TB test AND test results
• Ensure that application is filled out completely
• Inform HR Manager of any voluntary separations

Financial

• Track and maintain all credit card/spending receipts
• Deposit all incoming checks and enter into Peachtree weekly
• Enter bills into Peachtree weekly
• Cut checks for payables, mail and file bills weekly
• Run food stamps and track on spreadsheet
• Assist Director of Operations in reviewing Shipt expenses vs. budget vs. menus

Training

• Enter/associate employees with CHI in training system
• Schedule, approve and track completion of any other required Direct Care Staff training/updates including all direct care training
• Schedule and perform CPR/First Aid training
• Ensure all staff are properly med trained, specifically relating to the individuals they serve
• Assist DCC with completing health demo/return as needed

Paycom/Payroll

• Enter new employees into Paycom system
• Enter employee information into “Custom Fields” (expiration dates) and update as needed
• Input training records into Paycom for each employee

***Be aware of and know how to perform co-workers job duties/tasks

Hours: Generally 8:30am – 4:30pm, Monday-Friday

Job Type: Full-time

Pay: From $18.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Paid time off
• Referral program
• Tuition reimbursement

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Preferred)

Ability to Relocate:

• Royal Oak, MI 48073: Relocate before starting work (Required)

Work Location: In person