Office Manager-MA551301

Job Description

Job Description

JOB SUMMARY

The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The Office Manager coordinates all administrative functions including report preparation, all payroll and time keeping administrative duties, all ordering and directing the daily duties of the Administrative Assistant and Medical Records Clerk.

ESSENTIAL JOB FUNCTIONS : List all essential job duties. (To perform this job successfully, an individual must be able to perform each essential duty listed satisfactorily with or without a reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential duties unless this causes undue hardship to the agency.)

1. Design and implement office management policies.

2. Establish standards and procedures for office operations.

3. Organize office operations and procedures.

4. Assist / oversee the Administrative Assistants assigning and monitoring Administrative Assistant tasks

5. Monitor and record long distance phone calls.

6. Control correspondences.

7. Review and assure approval of purchase orders for supply requisitions.

8. Liaise with other agencies, organizations and groups as appropriate and directed.

9. Maintain office equipment.

10. Recruit and select office staff.

11. Orient and train employees.

12. Provide on the job and other training opportunities.

13. Evaluate staff performance.

14. Coach and discipline staff

15. Design filing systems.

16. Ensure filing systems are maintained and up to date.

17. Define procedures for record retention.

18. Ensure protection and security of files and records.

19. Ensure effective transfer o files and records.

20. Transfer and dispose records according to retention schedules and policies.

21. Ensure personnel files are up to date and secure.

22. Maintain office efficiency.

23. Plan and implement office systems, layout and recommend equipment procurement.

24. Maintain and replenish inventory.

25. Check stock to determine inventory levels.

26. Anticipate needed supplies.

27. Verify receipt of supplies.

28. Attend supervisory, training and staff development meetings as directed by the Program Director.

29. Complies and promotes compliance with all applicable laws, regulations and agency policies helping to strengthen and maintain an ethical organizational culture.

30. Perform other related duties as required.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of office administration policies and procedures
• Effective staff management skills : Planning, scheduling, assigning and directing of work; appraising performance; rewarding and disciplining; and addressing complaints and resolving problems.; selecting, training and developing employees; directing employees toward desired objectives; delegating, motivating, and controlling the essential work functions (e.g. developing performance standards, measuring results, taking corrective action)
• Ability to maintain a high level of accuracy in preparing and entering information
• Excellent interpersonal skills
• Team building skills
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Effective written communications skills
• Computer skills including the spreadsheet and word-processing, programs, and e-mail
• Stress management skills
• Time management skills

QUALIFICATIONS AND EXPERIENCE

High School diploma or GED plus at least three years of clerical, administrative or secretarial experience, (graduation from secretarial school). BA preferred. Related college credits or comparable training program can substitute for a portion of the experience requirement). Proficient in all Microsoft Office programs.

CERTIFICATIONS