Office Manager

Description

Job Description Summary:

Responsible for general administration of office operations and coordination of daily office operations to ensure a work environment that supports the organization. Responsibilities include, but are not limited to, reception, administrative and clerical support. Gracious treatment of staff, volunteers, patients/families and external customers required. 

Essential Job Functions/Responsibilities:

1. Serves as the Administrative Assistant to the Executive Director providing administrative and clerical support. Assists other department heads/individuals as required.

2. Oversees and streamlines office operations. Distributes critical information. Manages and orders office supplies.

3. Serves as contact for vendors, updates vendor contact information, and completes vendor invoice coding for billing. Ensures operation of equipment by preforming preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques. Reviews vendor contracts as applicable to research opportunities to reduce costs.

4. Assists with supervisory oversight of maintenance personnel. Makes rounds of buildings and grounds to ensure proper working order of property and equipment.

5. Supports Board and its committees by scheduling meetings, recording and distributing meeting minutes in a timely manner.

6. Assists with oversight of receptionists and clerical volunteers as directed by the Volunteer Director and works closely with Volunteer Director. Performs duties of receptionist as needed.

7. Answers telephone inquiries and directs calls to appropriate staff; enhances customer satisfaction by monitoring follow up as necessary.

8. Responsible for scheduling meeting rooms for internal and external customers and maintains and manages the organizational calendar.

9.  Maintains accurate mailing and contact information databases, including Board of Directors, employees, physician providers and outside agencies.

10. Performs other necessary functions/duties as assigned by the Executive Director. Contributes to team effort by accomplishing related tasks as needed.

11. Responsible for accounts payable processing, accounts receivable and cash receipts processing.

12. Responsible for reconciliations of bank accounts, credit cards, and assisting with monthly general ledger reconciliations.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by the incumbent of this job.  The incumbent may be requested to perform job related tasks other than those stated in this description.

 Benefits:

• Health insurance paid by employer
• Health reimbursement account paid by employer
• Group life / accidental death & dismemberment insurance paid by employer
• Short-term and long-term disability insurance paid by employer
• Dental and vision insurance
• Flexible spending account (FSA)
• Employee assistance program 
• Paid time off - starting with 24 days per year plus 7 holidays
• SIMPLE IRA retirement plan with employer match

Requirements

1. Minimum of high school education; preferably with secretarial and computer background.

2. General knowledge of spelling, punctuation, grammar, clinical records and office procedures.

3. Basic knowledge of office machines and equipment, telephone skills.

4. Aptitude in computer data entry and use of current software systems.

5. Ability to juggle multiple projects with superb accuracy

6. Ability to establish and maintain effective working relationships.

7. Ability to meet the public and staff as a positive, friendly and professional representative of the organization.

8. Effective social interaction, communication and organizational skills and the ability to perform a variety of tasks efficiently.

9. Personal car for travel and valid driver’s license.

Salary : $45,000 - $65,000