Office Manager
Indirect Service
Status: Full-time, Non-exempt
Qualifications:
1) Associate degree in business or office management. Two to 3 years' work experience in field of study. Bachelor's Degree preferred.
2) Valid Florida driver’s license, current certificate of vehicle insurance, and access to reliable transportation to all assigned work locations.
3) Advanced computer skills and the ability to train others in system usage are required. Knowledge of essential software applications: Microsoft Word, Excel, Power Point, & Outlook. Ability to type a minimum of 55 words per minute.
4) Excellent oral and written communications skills. Command of the English language. Bilingual Spanish preferred.
5) Organizational skills. Knowledge of action tracking on specific work assignments or other items related to work position.
6) Ability to keep accurate reports and records.
7) Excellent customer service skills - in person and via telephone (discretion, patience, etiquette, professionalism).
Supervised by: CEO
Responsibilities:
1)Answers and screens telephone calls, responds to inquiries and/or refers callers to appropriate departments/personnel.
2)Compose, draft, type, proofread, and edit documents, contracts, and/or correspondence
3)Process mail and email by attaching related correspondence or information before forwarding, responding to mail when appropriate; identify priority and/or time-sensitive matters; and maintain security and confidentiality.
4)Responsible for posting content to and updating the company’s website.
5)Conduct research, collect and analyze data to prepare reports and documents.
6)Collaborates in the development of and provides clerical/technical and administrative support to Program quality improvement, performance management, and evaluation activities.
7)Performs all administrative, technical/clerical activities for the CEO and/or program purchasing according to Program policies and procedures.
8)Performs emergency response duties as assigned and consistent with job classification and training provided.
9)Maintain, inventory, order, collect and distribute supplies and/or equipment.
10)Monitor visitor access and maintain security awareness.
11)Completes projects such as the organization of files, planning of events, completion of reports, conducting inventories of supplies, input and export of data from the Electronic Health Record, etc. as assigned.
12)Manage and maintain the CEO and other members of management’s schedules, appointments, and travel arrangements.
13)Arrange and co-ordinate meetings and events. Record, transcribe, and distribute minutes of meetings and agendas.
14)Assisting with the maintenance and use of computers, copy machine, and other office equipment. Responsible for gathering bids for any repairs and maintenance and retaining documentation of maintenance and safety inspections of facility.
15) Participates in Passageway’s Trauma Informed Care, Integrated Healthcare and Cultural and Linguistic Competency initiatives as required. This may include, but is not limited to, participation in trainings, surveys, data recording and gathering as needed, and implementation of new therapeutic approaches if appropriate.”
16) Responsibilities include but are not limited to the above stated.
