OFFICE MANAGER -DAY SERVICES

Job Details

Description

PURPOSE :

To provide administrative / clerical support to Adult Community Day Services. To oversee the overall work environment at Little City’s Countryside Center.

The Office Manager is also responsible for keeping a close awareness of the program’s continuous quality improvement and billing, including but not limited to, data collection for the program’s performance and outcomes, development support, and communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

The list of essential duties and responsibilities, as outlined herein, is intended to be representative of the task to be performed.

The omission of an essential function does not preclude management from assigning duties not listed herein is such duties are a logical assignment to the position.

1. Point of entry greeter for all employees (individual served and staff) visitors demonstrating the mission and values of the agency as well as using an approach of courtesy, dignity, and respect.

2. Serves as Little City’s Countryside center liaison for human resources, training, development, IT, quality assurance, and finance.

3. Input Community Day client information into AWARDS, Vertex and any Little City required systems.

4. Manages and monitors purchasing programming supplies and ensuring that all programs have essential tools to conduct business on a daily basis.

5. Maintain inventory of supplies for the Community Day Services including office supplies, kitchen supplies, and other miscellaneous items.

Keep updated records of office expenses and receipts.

6. Manage 360 tickets for Countryside Center environmental needs.

7. Screen, (Entry and exit system) directs phone calls and takes messages as needed.

8. Arrange and attend meetings, internal and external, as requested. Record and distribute meeting minutes.

9. Greets and assists visitors when they arrive at the office, including tours as needed.

10. Photocopy and distribute materials as required by the program.

11. Communicates internally and externally via memos, faxes, and letters as requested, including monthly family newsletter and communications.

12. Review and oversee entries into billing system (Vertex) including reporting and development information support.

13. Create and manage Standard Operating Procedure (SOP) book for office processes.

14. Support Transportation needed for all clients in the program.

15. Responsible for maintaining professional environment and serving as a role model to team members.

16. Monitor conference room and visiting room reservation calendars.

17. Handle parent questions and communication related to late arrivals, absences, and early pick-ups, including attendance tracking and reporting.

18. Provides quality assurance and improvement consultation to the program’s leadership and management teams concerning programmatic operations and case management.

19. Serves as the program point person as it relates to audited files or any other form of governing agency audits. Completes any additional internal audits as requested by the agency.

20. Maintain American Heart Association certification in First Aid and CPR.

21. Successfully complete Little City required training, re-training, and any additional training as required by Little City policies and practices.

22. Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS :

A Bachelor’s degree, preferred. Must have at least 2 years of experience in office administration and / or clerical work.

Proficient in typing and computer skills, specifically Microsoft Office applications. Basic knowledge of Department of Human Services (DHS), Department of Rehabilitation Services (DRS) and Medicaid is preferred.

Direct Support Provider required Exceptional verbal and written communication skills required. The position requires someone who has a very high attention to detail and exceptional organization skills.

Must possess socially personable characteristics to engage with families, donors, state authorities, and staff.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT :

While performing the duties of this job, the employee is subject to sitting for prolonged periods; frequently walks, stands, grasps, lifts, holds, or feels objects;

occasionally stoops, kneels, crouches, or crawls. Extended use of computer and typing is required. The employee frequently is required to use manual and finger dexterity and eye-hand coordination when working and handling office equipment.

The employee is subject to assist and support up to 25 pounds with varying amounts of assistance on a reoccurring basis.

The employee is required to have corrected vision and hearing within normal range and the ability to operate office equipment.

No occupational exposure to blood, body fluids, communicable diseases, or other potentially infectious substances (Category I).

Typical office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer : The intent of this job description is to provide a representative level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.

Employees may be directed to perform job-related tasks other than those specifically presented in this description.