What are the responsibilities and job description for the Office Manager position at Baptist Children's Homes of NC, Inc.?
Turn your calling into a career at Baptist Children's Homes of NC!
OUR MISSION: Sharing hope... changing lives.
OUR VISION: To provide the highest quality of Christian services to children, adults, and families in a caring culture of measurable excellence.
FOUNDED: November 11, 1885 by John Mills in Thomasville, North Carolina.
WHERE WE SERVE: We serve all 100 North Carolina counties and operate locations in 30 communities throughout North Carolina, South Carolina and Guatemala.
OUR MISSION: Sharing hope... changing lives.
OUR VISION: To provide the highest quality of Christian services to children, adults, and families in a caring culture of measurable excellence.
FOUNDED: November 11, 1885 by John Mills in Thomasville, North Carolina.
WHERE WE SERVE: We serve all 100 North Carolina counties and operate locations in 30 communities throughout North Carolina, South Carolina and Guatemala.
Learn more about Baptist Children's Homes of NC at bchfamily.org!
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Job Title: Office Manager, Laura's Homes
Location: Shelby, NC
Method to Apply: bchcareers.org
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SUMMARY
The Office Manager manages the overall administrative functions of Laura's Homes. Duties include answering phones, receiving visitors, correspondence, receipting gifts, maintaining files, and other administrative needs to ensure internal control and confidentially. The Office Manager has reached a level of professional expertise, which prepares him/her to serve as a model, teacher, and coach to less experienced administrative assistants. Annually completes training to complete expertise in his/her field.
QUALIFICATIONS:
- High school diploma and minimum of two years administrative experience
- Excellent verbal and written communication skills, with the ability to positively represent the agency to internal and external contacts
- Must be proficient in Microsoft software applications and database programs
- Must be organized and able to manage and complete multiple tasks and work independently
- Meets general employment qualifications as outlined in the Baptist Children's Homes of North Carolina, Inc. (" Agency") personnel policies
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Answers the phone and greets visitors
- Maintains assigned confidential employee files and other documentation
- Communicates announcements, policy updates, and other information to staff
- Maintains open lines of communication with the Director and administrative assistants
- Takes minutes for meetings when needed
- Assists with the coordination and planning of social events
- Completes background checks and orientation for new hires/and or volunteers when assigned
- Maintain office supplies and fills orders on an as needed basis
- Processes and distributes mail as needed
- Participates in any training needed to maintain the growth of the position and assigned duties
- Works with other members of the ministry to complete required paperwork and duties
- Maintains confidentiality
- Represents Baptist Children's Homes of NC, Inc. in a professional manner
- Collects payroll data and forwards it to the payroll manager for payroll input
- Prepares and forwards requisitions and work program expense reports to the proper office
- Responsible for communicating Worker's Compensation claims to Senior Director Human Resources
- Responsible for completing vehicle accident reports and communicating to Properties Team
- Receipt of gifts and donations when assigned
- Operates as a backup to administrative assistants when needed
- Assist in the inventory and organization of donated food and other items
- Conducts necessary data entry
- Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create a position relationship within BCH
- Participates in the agency's Performance Quality Improvement (PQI) program as needed
- Willing to perform other duties as assigned
EQUIPMENT:
Ability to operate standard office machines such as copier, computer, fax, calculator etc. Proficient in computer software applications.
LANGUAGE SKILLS:
Ability to read, analyze, and interpret general information. Ability to effectively communicate with others, including managers, clients, customers, and the general public.
CONTACT WITH OTHERS:
Regular contact with colleagues in all departments, as well as with outside individuals and groups; should represent Baptist Children's Homes of NC, Inc. in a positive manner. Contacts outside of the agency where proper handling of situations is of utmost importance as the agency's image could be affected.
MATHEMATICAL SKILLS:
Excellent mathematical skills and the ability to use accounting software and calculator to calculate figures in order to assist with payroll and budgets.
MENTAL / VISUAL / AUDITORY DEMAND:
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and ability to draw conclusions. Specific vision abilities required by this job include close vision, and the ability to adjust focus. Must be able to talk and hear both in person and on the telephone.
CONFIDENTIAL DATA:
Work with confidential data including payroll, budgeting, and personnel files, which if disclosed, would have adverse internal and/or external effects and could result in termination of employment. Complies with agency policies and procedures concerning confidentiality and HIPAA regulations which include including employee, payroll and benefits, and may include aspects of client information, day to day care of the children, case records, family information, medical information, psychological services, etc. which if disclosed, would have adverse internal and/or external effect, and could result in termination of employment.
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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential. While performing the duties of this job, the employee is regularly required to sit and stand, use hands and fingers, walk, reach with hands and arms, and occasionally lift 15 pounds.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; usual office working conditions.
