Copy of Office Manager

Description

AGENCY OVERVIEW

Since our founding in 1895 in Marin County as an orphanage – and through subsequent years as Sunny Hills Services – Side by Side has been at the forefront of best practices in child welfare, working with the most vulnerable youth in our community. Today, Side by Side operates in four counties – Marin, Alameda, Sonoma, and Napa – across the Bay Area, reaching nearly 2,000 children, young adults, and family members per year with much-needed services relate to behavioral and mental health, early intervention in schools, LGBTQIA support, transitional housing for foster youth, and special education.

Side By Side places high value on individuals with a passion for helping underserved youth and families in a collaborative and inclusive work culture. We strive to work together to create a trauma-informed workplace where we walk the walk of diversity, equity, inclusion, and belonging principles.

Side By Side is a Public Service Loan Forgiveness certified employer.

COMPENSATION

This position has an annual salary of $66,560.00. This position is exempt.

BENEFITS INFORMATION

• 3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service (for all non-school based employees).
• 2 weeks of sick leave for F/T employees with 2 additional sick days for direct service staff and 4 additional for school staff
• 10 paid holidays per year and 1 Self-Care Anniversary Day each year
• 100% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance or Anthem options
• Dental and Vision Insurance
• Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance
• 403b Retirement Plan
• Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
• FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
• Employee recognition program with $1,000 bonus awards
• Employee referral bonus of up to $1,000
• Pet Insurance

JOB SUMMARY

The Office Manager is a key person in the daily organizational administrative functions of all of the programs in the Side by Side Hayward office. The Office Manager directs the physical operations of the office, acts as the Site Tech Coordinator for the region, and plays an important role in communication and coordination of daily activities, and in supporting executive and management staff. Office Manager also plays an important role in offering support and assistance to Real Alternatives clients as well as any other clients who may come into the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office and Technology Management

• Responsible for maintaining the office space and ensuring there is a pleasing atmosphere at the main reception area for agency visitors, youth and staff
• Responsible for ensuring that office supplies are inventoried and re-stocked as necessary
• Responsible for ensuring that office equipment is kept in good working order
• Responsible for answering main phone line, checking messages and distributing as necessary
• Responsible for overseeing incoming and outgoing mail and the courier service 
• Serve as the primary Side by Side, East Bay liaison for office-related services contracts (e.g. water, PG&E, phones, copy machine, janitorial, property management, file storage, etc).
• Maintain Side by Side 3P Binder and online resource
• Ensure that accounts payable invoices, employee petty cash requests and reconciliations and employee mileage and expense reimbursement requests are properly coded and forwarded
• Distribute that any checks and mail delivered by courier are appropriately distributed
• Upload and scan all clinical and program documentation into client files in TIER
• Serve as the Site Technology Coordinator (“Site Tech Coordinator”) and provide support to staff in addressing user IT questions, requests and problems, overseeing troubleshooting, system back-ups and program specific software needs 
• Maintain East Bay site computer and phone inventory and manage physical inventory 
• Track all maintenance requests with property management
• Coordinate any agency inspections (i.e. Fire Department)
• Maintain agency vehicle binders, calendars, and keys
• Suggest ways of decreases program costs, where appropriate.

Staff Support

• Responsible for supporting all new East Bay staff in initial set-up and service/re-ordering of email, cell phones, keys and business cards and obtaining all required documents for personnel files
• Distribute all Incident Reports to appropriate parties and then scan and upload Incident Reports into client files in TIER
• Provide administrative and clerical support to staff as requested
• Maintain all staff calendars
• Serve as a member of Side by Side’s Health and Safety Committee and disseminate any pertinent information to staff
• Support clinical team with referral and intake tracking and data entry as needed
• Attend and note take for all appropriate programmatic and staff meetings including deliverable/outcome identification and clarification.
• Support in the planning and implementation of staff celebrations (holiday/new hire/departure celebrations)
• Support the RD, DPPD, and HR in the development, implementation, and evaluation of the regional Title IV-E contract
• Support leadership in the creation and distribution of staff satisfaction survey

Client Support

• Contact and schedule all intake interviews for Real Alternatives clients
• Support youth that enter the building in accessing the program and program representative they are accessing as the first point of contact for the region
• Safeguard the dignity and protect the rights and individuality of each youth in care so as to enhance their self- respect

Requirements

POSITION-SPECIFIC COMPETENCIES

• Enthusiastic and strengths-based approach to partnering with youth and collaborating with peers
• Ability to work cooperatively in a team environment.
• Ability to multi-task and prioritize projects and assignments effectively 
• Passion for working with a diverse group of Transition Age Youth (TAY) including youth of color, LGBTQ youth, and youth with disabilities.
• Knowledge of property maintenance and physical plant up-keep
• Proficiency in Microsoft Office programs, particularly Word and Excel

QUALIFICATIONS

• High School graduate required, Bachelor’s degree preferred
• At least twenty-one years of age
• At least four years of administrative/general office experience
• Experience with Transition Age Youth strongly preferred.
• Community Care Licensing fingerprint clearance, which includes: California Department of Justice, FBI and CA Child Abuse Index required
• A valid California driver's license, personal automobile for use on the job, insurable by Side by Side’s insurance policy based on DMV record and personal vehicle insurance required
• Please note that Covid-19 vaccination is mandated for all Side by Side staff, except in cases of approved medical or religious accommodations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting, walking or standing for extended periods of time.
• Twisting and bending for brief periods of time.
• Occasional reaching and/or grasping using hands and/or arms.
• Regular use of hands requiring dexterity in using the telephone, computer keyboard, mouse or calculator.
• Regularly required to talk and hear in person or by telephone.
• Visual ability to read documents and computer monitor, including distance vision, peripheral vision and depth perception.
• May be required to lift up to 30 pounds.
• May be required to ascend/descend stairs.
• Ability to drive

Side by Side provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary : $65,560 - $66,560