OFFICE MANAGER

General Statement of Duties

Performs receptionist, administrative support, and clerical work for Generations Ashe.

Distinguishing Features of the Class

Employees in this class perform a variety of public contact, administrative support, and clerical duties for an agency, department, or program. Work generally includes information processing and referral, data input and retrieval, word processing, record keeping, filing, and public contact functions. Employees must have a good understanding of programs and services provided by the agency and the specific departments within the agency. Guides may include a variety of written manuals and instructions, as well as oral instructions. Employees work with some degree of independence and must exercise judgment in responding to inquiries from the public.

Essential Duties and Tasks

Answers telephone and routes calls; greets visitors and refers to correct department or person.

Handles requests and inquiries, securing appropriate information via telephone and personal contact.

Will provide administrative support for the In Home Aide department.

Will be responsible for ensuring accurate record keeping for deposits for both Generations Ashe and the Assisted Living, and delivering deposits to the appropriate bank daily. Records Assisted Living private pay and special assistance payments to resident accounts in Barnestorm software.

Responsible for ordering all medical, office and janitorial supplies.

Maintains various files; makes copies; routes mail and packages. Keeps master forms catalog up to date.

Calls for repairs to office machines. Enters help desk tickets to Prodigy.

Maintains referral log.

Additional Job Duties

Meters mail and takes to post office daily.

Makes daily banking deposits.

Will perform other administrative duties as directed by supervisor.

Knowledges, Skills, and Abilities

Considerable knowledge of programs and services provided by the agency and departments within the agency.

Working knowledge of social and physical needs of older and/or disabled adults.

Ability to communicate effectively on the telephone and in person.

Ability to be tactful and courteous, and communicate effectively both written and orally.

Ability to complete reports and records accurately.

Ability to gather and communicate basic information and instructions on departmental programs based on inquiries.

Ability to gather and compile materials from a variety of sources.

Ability to operate any office machines required by the position such as word processor, typewriter, copier, FAX, calculator, and other office equipment.

Ability to record information and balance figures.

Ability to arrange and place records, reports, and files into proper sequence.

Ability to establish and maintain effective working relationships with senior citizens, volunteers, supervisors, other employees, and the general public.

Ability to relate to older adults and demonstrate special interest in the needs and desires of senior citizens.

Physical Requirements

Must be able to physically perform the basic life operational functions of reaching, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Must possess the visual acuity to work with data and figures, operate a computer and other office machines, and maintain files and records.

Desired Education and Experience

Minimum of high school graduation, basic computer skills and some clerical experience and/or some work involving public contact; or an equivalent combination of education and experience.

2022

Rev. 2024