Hope Cottage is seeking an Office Manager to provide administrative support to Hope Cottage Programs and manage office services. This position will:

• Provide excellent customer service to Hope Cottage clients.
• Respond to web and phone inquiries regarding Hope Cottage services. Prepare and send program information packets to prospective clients promptly.
• Provide administrative and clerical support to Hope Cottage Programs
• Provide support to the board of directors, including but not limited to:

a. Assists in arranging and compiling material for board and committee meetings.

b. Makes arrangements for meetings as directed by CEO

c. Keeps updated lists of board of directors, including addresses and terms served

d. Records, transcribes and prepares board meeting minutes for distribution

e. Maintains record of each board meeting, including meeting minutes, board resolutions and other action items

• Prepare bank deposits and takes to bank according to established procedures
• Submit background checks for new hires according to established protocol
• Assist with required background checks for interns and volunteers
• Order office supplies, printing and postage for agency according to established policies and procedures.
• Maintain organized files and completes internal paperwork in a timely and accurate manner.
• Print and mail correspondence and targeted mailings as directed.
• As assigned, perform client family background checks through the TDFPS system in a timely manner.
• Request medical records according to established procedures.
• Request paternity registry searches in a timely fashion and submit to attorney.
• Assist program staff with file maintenance and auditing.
• Assist Post Adoption Coordinator with archiving inactive Hope Cottage client files according to established protocol.
• Produce FTA revenue report monthly within stated deadline.
• Complete internal paperwork in a timely and efficient manner, including data entry into Case Book, Briteworks and Bloomerang.
• Accept other duties in support of Hope Cottage programs as requested.

Required Experience: Experience with using MS Office programs, general office equipment. Must have sufficient experience to independently perform tasks assigned; experience as an administrative assistant is preferred.

Required Knowledge, Skills, and Abilities:

· Ability to follow instructions and complete documents in an efficient and organized manner and practice a high degree of confidentiality.

· Proficient in Microsoft Office, Outlook and web based software

· Demonstrated attention to detail and accurateness.

· Be able to demonstrate general knowledge of TDFPS minimum standards for Child Placing Agencies within 90 days of employment

· Must be a notary public or be eligible and obtain notary license

· Proficient in the use of current technology

· Operatetelephone answering system with multiple lines in a courteous and helpful manner.

· Must be fluent in English language, communication in Spanish is a plus. 

· Demonstrate ability to work within the directives of the Hope Cottage adoption programs; support the mission, vision, and philosophy of the agency through words and actions.

· Sit for extended time at a computer monitor and maintain effective work functions.

· Able to bend and lift 25 pounds with ease.

· Possess a valid Texas driver’s license, liability insurance to meet state minimum requirements and access to reliable transportation to be used on agency business.

· Work within the guidelines for privacy as set down by HIPAA regulations.