Office Manager - Saginaw Clinical / 1st Shift / Full Time / Saginaw, MI

Job Description

Job Description

The Office Manager is a key associate at Hope Network whose primary responsibilities include: The Office Manager is charged with the responsibility of planning, organizing, and supervising a variety of departmental activities that facilitate the efficient running of a New Passages office. The Office Manager supervises the Receptionist and Clerk position. The Office Manager has a high degree of personal integrity, generates positive energy, and makes a difference every day.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

This is not intended to be an exhaustive listing of job functions. This job description in no way states or implies that these are the only duties to be performed by this employee. The employee is required to follow any other instructions and to perform any other duties as assigned by management.

1. Regular and predictable attendance is an essential requirement of this position.

2. Typical Duties: • Personally provide supreme customer service, always being courteous, responsive, professional, and helpful to the organization's internal and external customers and ensure the highest level of customer service ls consistently maintained by office staff. • Maintain a welcoming environment - clean and uplifting. • Respond to inquiries from the public and provide information about New Passages. Handle complex queries and complaints on the telephone, by email, and in person. • Manage existing automated office systems and equipment and oversee the implementation of new office systems (i.e. telephone, copier, printers). • Maintain control of internal I external communication (i.e. correspondences, mail/fax distribution). • Preside over the management of client and/or administrative records within the New Passages established guidelines, maintaining a tracking system, integrity of the record, confidentiality, and ensuring protection and security of flies and records. Ensure effective transfer of files. • Supervise the work receptionist(s) I clerk, monitoring workload and productivity rate. • Plan and coordinate equipment, food and facility set-up I clean-up for on-site meetings and special events. o Facilitate travel arrangements, conference reservations, and appointments for managers. • Procure, on behalf of managers, employee equipment and supplies such as cell phones, computers, and other such assets. • Oversee building maintenance. • Ensure health and safety procedures are practiced in physical facilities and in corporate vehicles. This includes ensuring office staff monitor access of visitors. • Administer new staff inductions. • Work with Recruitment and Development Department (as a Liaison to managers), facilitating Initial and ongoing staff development training and credentialing. • Maintain, track, and replenish office inventory. • Administer certain aspects of the on-site personnel related duties and/or payroll system. • Perform and/or oversee basic accounting I bookkeeping related tasks, such as matching invoices, tracking purchases, etc. • Perform miscellaneous job-related duties, as assigned by Manager.

3. Area of Specialty: Project Management Planning: • Work with managers to develop short and long range plans and goals to meet New Passages organizational objectives, consistent with established priorities and within the scope of service area. • Work with the Supervisor to set priorities based on internal customer needs and resulting in exemplary systems provision. • Create project plans to carry out the scope of projects assigned. • Project Team Development: • Work with internal and external customers to clarify tasks for project resources and ensure completion of tasks on time, within budget, and to quality standards. • Work with team members and others to facilitate the project work.

4. Marketing: • Represent New Passages and serve on community and civic associations, organizations, and panels related to area of expertise. • Maintain a professional demeanor on a consistent basis. • Collaboration/Coordination: • Work with internal staff at various levels; keeping information flowing to the appropriate parties vertically (down, as well as, up) and horizontally. • Attend and participate in monthly staff team meetings. Assist managers with meeting minutes and other related duties, as needed.

5. Compliance: • Validate that monitoring procedures are implemented to detect compliance problems. • Ensure that personnel are encouraged to confidentially report suspected fraud and other improprieties without fear of reprisal. • Confirm adequate steps are taken to correct any identified compliance problems and prevent the recurrence of such problems. • Make certain Line Managers conduct program functions in accordance with applicable laws, statutes, and regulations. Ensure adherence to applicable licensing rules, CARF accreditation standards, Codes of Ethics, and New Passages' Policies and Procedures, including Corporate Compliance Program. • Make certain that 100% of your training requirements are renewed prior to expiration date, as specified by job. • Make certain that 100% of your staffs training requirements are renewed prior to expiration date, as specified by jobs.

6. Quality: • Ensure 100% of routine/customary daily, monthly, quarterly and/or annual internal data reports are distributed on time. • Ensure 100% of contract grant compliance reporting requirements are completed and submitted by due date. • Summarize, analyze, and compile service area data for review with Manager, as specified. • Facilitate internal and external audits and validate suitable preparation occurred prior to, thus ensuring auditors have all elements needed to conduct the audit. Likewise, ensure New Passages' Transparency Model of Practice is upheld. Transparency Model of Practice is being "Audit Ready" vs. Getting Ready" for an audit. It also means directness and openness. • Work toward personal and professional goals and objectives. Attend job related in-services and trainings when offered and actively seek to further develop competencies.

7. B udget and Economic Management: • Control and/or monitor petty cash. • Work with person you report to forecast realistic expenditures, based on analysis of prior utilizations, pertaining to the office management component of the Department's Annual Budget. • Ensure alternate funding sources are secured through participation In fund development activities. • Monitor expenditures to ensure they are In alignment with budgetary goals, including FTE's budgeted against position numbers filled. Report against budgeted line items.

8. Personnel Development: • Recruit and select staff. • Set goals for own team, develop their capabilities, and maintain a high-performance environment. • Performance: Maintain good record keeping of staff performance, review appraisal information with staff on consistent basis, aid staff in improving performance on current job, help staff in setting up and implementing job related plans and objectives, cross-train staff. a. Coaching: Communicate a positive attitude; encourage staff to try new things and to take calculated risks; provide honest feedback; minimize tension and defensiveness; create and environment for success; teach and guide staff rather than controlling them. b. Team Building: Build group cohesiveness and pride; encourage cooperation; recognize individuals and team accomplishments and contributions; share success and rewards; manage conflict, which is inevitable. • Monitor team member performance, provide employee counseling, and hold team member accountable to job expectations. Recommend discipline and termination of employee, as appropriate.

Educational / Talent Requirements:

1. Associate degree or equivalent experience

2. Two years related experience.

Work Experience Requirements:

1. Maintain a valid motor vehicle operator license.

2. Complete and maintain all required trainings, certifications, and credentials.

3. Maintain professional licensure in an active status without suspension or revocation throughout employment, as applicable.

4. Ability to communicate efficiently and effectively in both oral and written communications.

5. Able to demonstrate good moral character and even temperament necessary to gain and maintain credibility and trust of persons served and co-workers.

6. Ability to work under challenging conditions.

7. Adheres to applicable licensing rules, accreditation standards, Hope Network Code of Ethics and Hope Network Policy and Procedures and Mission.