Office Manager

Job Description

Job Description

The Office Manager will provide overall administrative support to the CP program and t is responsible for maintaining efficient and accurate office procedures, providing clerical support to program staff, keeping meeting minutes, and maintaining administrative records.

Essential Duties & Responsibilities

• Perform word processing / typing for program staff to include letters, memos, and meeting minutes.
• Responsible for answering incoming internal and external phones calls and directing calls to the appropriate staff.
• Perform data processing tasks for program record keeping.
• Assist with the flow of Enrollee assignments as directed.
• Answer and direct phone calls in a professional helpful manner
• Purchase and Maintain office supplies for program.
• Coordinate appointments, staff meetings; and coordinate professional meetings as needed. Serves as point of contact for meeting communications and for assuring the appropriate people participate.
• Work in partnership with the program directors / managers and other staff on coordination of logistics for events.
• Demonstrate a proactive commitment to maintaining effective communication with staff, Enrollees, Care Team members and other collaterals, and other internal and external stakeholders and customers. Promote strong working relationships and excellent customer service.
• Complete required trainings and other professional development activities
• Prepare reports, collect, and analyze information; prepare presentations.
• Attend and actively participate in supervision and staff meetings.
• Attend professional development activities and all training as assigned; maintain necessary certifications.
• Strictly adhere to all HIPPA & 42 CFR regulations and always maintain confidentiality, including inquiries for Enrollees information.
• Ensure that individuals are treated with dignity and respect in accordance with SSTAR's Human Rights Policy.
• Manage petty cash with the oversight of the Program Director and collaboration with Finance as required.
• Maintain office conditions and report needed repairs / cleaning when needed.
• Keep up to date records regarding incentive programs and review with the Program Director Monthly.
• Perform all duties in accordance with the agency's policies and procedures.
• Serve on agency committees as required.
• Maintain staff reimbursement requests (mileage, CEU's, etc.).
• Take minutes as requested.
• Other duties as assigned.
• High School Diploma or GED and 1-2 years administrative experience.
• Must be able to perform each essential duty satisfactorily.
• Strongly prefer that a candidate will have a demonstrated understanding of and competence in serving culturally diverse populations.
• Excellent verbal and written communications skills.
• Strong interpersonal, follow-through and customer relations skills required.
• Proficiency in Microsoft Office Suite, with an emphasis on Word and Excel and PowerPoint.
• Ability to learn new systems; experience entering and working with data; and comfort and experience using mobile technologies.
• Must have knowledge of office procedures and equipment.
• Must have exceptional organizational skills and ability to multitask in a busy environment.
• Must have ability to read English and communicate effectively in the primary language of the program to which he / she is assigned.
• Must be able to perform each essential duty satisfactorily.
Benefits :
• 403B
• Dental insurance
• Disability insurance through Massachusetts PFML
• Employee discounts, cell phone, eyewear, etc.
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Flexible Spending Account
• Opportunities to earn CEU's
• Voluntary Benefits including Term and Whole Life, Accident, Critical Illness and Disability