Office Manager

“Every child deserves a champion; an adult who will never give up on them, who understands the power of connection and insists that they become the best they can possibly be” - Rita Pierson

Be a champion and an advocate for children, teens and their families, by being a supportive member of our team! We provide affordable and immediate COUNSELING, CARE, and CONNECTION for clients to thrive.

Benefits to joining our team:

·        Report to: Executive Director

·        Simple IRA option, Dental options

·        Part-time position: Flexible Hours, Excellent Setting

·        Competitive Hourly Rates, Commensurate with Industry Best Practices

Keys to success:

·        A personal desire to be part of a team.

·        Work hours that are flexible.

·        Connections on a personal and professional level.

Primary Responsibilities:

This position provides administrative and staff support to the general organizational operations. Working under the direct supervision of the Executive Director, and as a valued member of the administrative team, this position provides all necessary organizational support and is responsible for a variety of other tasks in alignment with the agency’s Mission, Vision, Policies, Procedures and Practices.

Other Duties and Responsibilities:

·        Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff

·        General office duties include but are not limited to: mail merge, copying, flow of correspondence, filing, client file maintenance, requisition of supplies, faxing, database entry and back up

·        With the Executive Director and Clinical Director (where necessary) coordinate onboarding of new employees, providing necessary technology support and equipment tutorial

·        Maintain the physical office in an orderly and clean fashion; maintain the office systems with efficiency

·        Maintain database of clients; using the TheraNest software platform, email required documentation to client or parents for completion

·        Main contact point for insurance and self pay billing

·        Work with finance consultant on accounts payable

·        Exercise operational oversight in identified areas of financial accountability, including the daily operational tasks of A/R, billing, insurance billing, bank deposits

·        Assist with review of administrative procedures and development of systems to ensure compliance by all staff; update and maintain a binder of current administrative procedures

·        Manage communication, both internal and external; maintain the phone system for all employees providing updates as required

·        Collect and distribute incoming mail and coordinate outgoing mail

·        Record all cash and in-kind donations in CRM

·        Send out contribution acknowledgement/thank you letters

·        Assist in preparation of materials for monthly Board of Directors’ meetings; maintain BOD member list and other administrative tasks

·        Coordinate materials for meetings and training sessions and other activities of the agency as needed

·        Assist in the coordination of volunteer activities

·        Support and promote agency fundraising and development initiatives

·        Responding to staff requests for administrative support as needed

·        Perform other duties as assigned

Education:

·        Associate degree or Office Administration Certificate

·        Bachelor’s degree preferred

·        Experience with Insurance Billing preferred

Please submit resume, cover letter and preferred hourly rate to:

Mary D. Birks, mbirks@outreachteen.org