What are the responsibilities and job description for the OFFICE MANAGER position at ADVANCE CARE ALLIANCE OF NY INC?
Job Details
Position Summary
Position Summary:
Under the supervision of the Supervisor of Administrative Supports, the Office Manager is responsible for the day-to-day hub site operations at assigned location(s).
Duties and Responsibilities:
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Be the point person reinforcing all hub site safety protocols as per agency policy and procedure.
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Welcoming staff and visitors, directing them to the appropriate workstation or conference room.
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Be the contact for any site issues during business hours, including heating/cooling, leaks, door/lock, and plumbing issues.
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Helping to keep Hub clean by wiping desks and keeping sanitizing stations stocked.
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Cleaning and maintaining the conference room, desk stations and kitchen including the refrigerator, if applicable.
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Restocking bathroom (where) applicable and general office supplies.
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Assist and coordinate as needed, the scheduling and preparations for meetings or ACA/NY events.
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Conduct reception activities, including answering phones and directing calls.
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Provide clerical support to the Hub operations, including preparing mail, retrieving mail/packages, scanning documentation, writing, and responding to emails, and preparing written summaries of data when needed.
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Utilize Stamps.com to create stamps, certified mail, and priority mail.
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Track all incoming and outgoing mail and shipments.
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Type letters, reports, documents, and other materials; assist in maintaining data bases.
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Maintain office supplies and equipment by ordering from Staples.com.
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Keep active inventory of Hub equipment and supplies.
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Coordinates pickup/delivery of office equipment and packages.
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Maintains the printers/copiers, making sure printers are filled with paper and are functioning properly.
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Manage the shredding bins.
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Receives returns of employees’ technology equipment and facilitate the shipping of items to the Information Technology (IT) Department.
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Assist employees in receiving technology from the Hub location.
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Act as a liaison to other support department to troubleshoot concerns at the hub site (Ex.Works with IT to troubleshoot internet issues for the Hub location).
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Participate in agency wide groups and meetings as required.
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Attend department/team meetings, trainings, supervisions, etc. as scheduled and in accordance with agency practice and policy.
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Maintain confidentiality.
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Perform other duties as assigned.
Qualifications
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High School Diploma or equivalent.
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Computer literacy in basic Microsoft applications, email, and the internet.
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Familiarity with or ability to rapidly learn HIPAA-compliant practices.
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Demonstrated strong interpersonal and customer service skills.
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The ability to manage multiple priorities and deadlines with an attention to detail.
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Ability to work autonomously.
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Ability to be flexible in a fast past office environment.
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Demonstrate professionalism, respect, and ability to work in a team environment.
Salary : $22 - $24
