Office Manager/Resident Monitor-10am-6pm

Position Summary : This position requires the ability to multi task specific to all incoming and outing communication venues including verbal, written and electronic.

This is a position that is responsible for office duties as well as monitoring and supervising adult male ex-offenders within a correctional residential setting and in the community.

Essential Functions :

Office Duties to include but not limited to :

• Computer Efficient
• Knowledge of all Office Equipment and coordinate office equipment repairs.
• Answer Phones / Take messages
• Generate reports
• Keep track of New Admissions and enter them into database
• Creating New Admission files and placing them in Rm 103
• Enter Intake information into electronic database upon new admissions arriving
• Schedule physical / TB tests for new staff and residents when necessary; Inform Assistant Program Director of their appointments
• Enter New Admission / Discharge numbers and e-mail daily to Administration and PD.
• Assist with entering information in PCDS for billing purposes.
• Assist with entering information in Forward Health Portal for Medicaid billing purposes.
• Watch over office, cleaning, and kitchen supplies and notify PD of supplies that need to be ordered.
• Weekly filing for both AODA Counselor / Case Managers and Mental Health Counselor / CM.
• Assist with scoring and entering PREA assessments into database for the both initial and 30 days.
• Gathering all files upon discharge and auditing them.
• Maintain organization of File Room
• Maintain supply of all forms.
• Assist other staff with making copies of their forms, filing, or projects as needed.
• Create forms and documents as requested.
• Create and maintain bulletin boards.
• Remove clean issued property from Rm103 and place in Linen Closet.
• Conducts weekly Medication Audit and report any discrepancies to Assistant Program Director.
• Update Program Director / Clinical Director on any issues or concerns regarding facility, staff, residents, or supplies
• Effectively communicates and develops good working relationships with coworkers
• Maintains compliance with licensing and contractors’ codes
• Keep Office, Kitchen, and Storage Rooms organized.
• Understands and adheres to established policies and procedures
• Attend scheduled monthly All Staff, Resident Monitor, and House meetings.
• Assist with transporting residents to and from appointments.
• Answering the phone.
• Assist with Resident Monitor duties, including watching the main office. (See Resident Monitor Job Description.)
• All other duties as assigned.

Job Qualifications : Minimal Qualifications :

Minimum of a high school diploma or equivalent is required. Computer skills a must. Office Manager experience preferred.

One year prior work experience in corrections or related security or other social service is preferred. Must clear Caregiver and Background checks, physical exam, and drug screen prior to hire.

Preferred valid driver’s license.

Personal Attributes :

Follow agency Code of Conduct. Adhere to established policies and procedures of the agency and of all funding sources. Conduct self in an ethical manner.

Maintain professional and respectful relationships with program staff, other WCS staff, residents, and all external persons and agencies involved with service provision.

Have sensitivity toward cultural, ethnic, and disability issues. Demonstrate commitment to agency values and mission.

Knowledge, Skills and Abilities :

Must have excellent written and verbal communication skills and computer skills. Excellent at multi-tasking outside of the norm for office duties.

Ability to communicate effectively and in a positive manner with staff and residents. Ability to de-escalate crisis situations.

Sensitivity toward cultural, ethnic, and disability issues. Experience with security preferred. Ability to learn evidence based best practices and apply skills learned to all residents’ interactions.

Working Conditions :

Work is performed in an adult correctional halfway house setting. The facility operates 24 hours a day, seven days a as the primary living environment for this population.

Some travel to the administrative office for meetings or training.