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

This position is 25-30 hours/week.
Please submit resume, cover letter and preferred hourly rate to:
Mary D. Birks, mbirks@outreachteen.org