Office Manager

JOB SUMMARY:

The Office Manager is responsible to maintain office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring WIC functions and ensuring all sites meet the operational mandates as required by Federal and State agencies.

DUTIES AND

RESPONSIBILITIES:

• Organizes monthly management WIC team meetings and staff meetings in consultation with the Program Director. Ensure meeting minutes are recorded accurately, typed and filed appropriately.

• Type all confidential documents for the WIC Director and file accordingly.

• Ensure time cards are recorded accurately in e-time.

• In collaboration with the Site Managers, compiles, tabulates and performs comparative analysis of workload volume from each site and submit monthly reports to the Program Director.

• Assists the Program Director in communicating and working closely with management team, WIC staff on interdepartmental problems.

• Assists the Program Director in monitoring patient satisfaction levels, identifying corrective actions and in ensuring findings are communicated to all staff, patients and other as appropriate.

• Assists the Director in marketing and community outreach for the WIC Program.

• Assist the Director in resolving any interdepartmental and/or personal disputes in the office.

• Reports to the Program Director all problems and issues that require further attention and/or resolution.

• Attends and participates in meetings as required. Record and type all minutes accurately.

• Distributes memo and written directives as needed to publicize and document information, policy updates and to fill other communication needs. Maintain confidentiality of Federal/State documents at all times.

• Encourages teamwork through collaboration with staff and management. Schedule staff trainings as needed and ensure managers provide documentation of trainings for filing.

• Assists the Program Director in coordinating and evaluating day to day activities at each WIC site in collaboration with administrative, clinical and ancillary staff.

• Ensures coordination among the components of WIC Program and report findings to Program Director.

• Type budget and State investigative reports and maintain strict confidentiality.

• Completes the following reports:

Unknown Report/Manual Check Inventory (FMNP)

Reconciliation of eWIC cards

Monthly voucher records for all WIC bills

Monthly caseload Report

Attendance records

Monthly Vacancy Reports

• Delivers mail in a timely manner. Inventory, order and store office supplies and forms in a timely and organized manner. Annually update equipment inventory.

• Provides orientation to WIC participants regarding their rights and responsibilities and purpose of the program.

• Researches and provides the State with needed information or files, with prior approval from the WIC Director.

• Ensure that all personnel files are up to date and secure, and that transfer and disposal of records are done as per State and Federal retention schedules and policies.

• Ensure that the various sites communicates with each other and adhere to local agency, hospital, State and Federal guidelines.

• Ensure that there is adequate supply of stationery and equipment at the administrative office and at all the sites.

• Design a filing system and ensure that these systems are up to date.

• Ensure that all policies are properly communicated to all staff at all sites in a timely manner.

• Creates and revise systems and procedures for the WIC Program by analyzing operating practices, record keeping systems, forms control, office layout and budgetary/personnel requirements, implementing changes as necessary.

• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies; placing and expediting orders for supplies at all sites, verifying receipt of supplies.

• Provide historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records.

• Maintains professional and technical knowledge by attending educational workshops, reviewing related WIC profession publications, establishing personal networks and participating in WIC related training center programs/conferences.

• Performs other duties as assigned and needed.

REQUIRED SERVICE

EXCELLENCE BEHAVIOR:

Adheres to, and promotes The Brooklyn Hospital Center’s Service Excellence Standards:

• Respect: Respect Diversity and Value Every Person
• Acts as a role model for others, initiates practices to foster respect and honesty Manages even the most challenging of situations with tact, composure, and dignity.

• Accountability: Accept Responsibility and Expect Accountability
• Becomes recognized local authority on problem resolution and has available solutions. Teaches others to see it, own it, solve it, and do it .

• Hospitality: Exude Hospitality, Compassion and Courtesy
• Exceeds patient or customer expectations by demonstrating the highest service standards for their department, unit or facility. Shows compassion to others. Works to promote best practice that foster caring throughout the department, unit or facility.

• Innovation: Practice Innovation and Embrace Change
• Frequently brings new ideas to the job; impacts other areas positively in adopting new practices.

• Teamwork: Cooperate and Collaborate
• Ability to rally, energize and focus the team toward achieving successful.

• Pride: Pride and Professionalism
• Displays extraordinary productivity in work results, especially under pressure. Shows passion for the job. Assesses opportunities to determine strengths and opportunities for improvement for self and others.

KNOWLEDGE, ABILITIES AND SKILLS:

1. High school diploma or GED, preferably two to three years experience, Associate Degree preferred.
2. Typing speed 50-55 wpm. Clerical and math skills necessary.
3. Word processing, spreadsheet, database and other computer skills required. Good knowledge of secretarial skills and office procedure, essential. Good written and oral communication.

EDUCATION :

• High School required.
• Bachelors’ Degree Preferred

WORK EXPERIENCES:

• Two (2) to three (3) years or related experience in a similar position with demonstrated record of steadily increasing responsibility.
• Experience working with low income population (2-5 years)