Divisional Office Manager

About the role

The Divisional Office Manager will be responsible for the administrative function of a divisional office. SAFY is dedicated to preserving families and securing futures, providing services like Family Preservation & Reunification, Behavioral Health, Therapeutic Foster Care, Adoption Services, and Older Youth Services.

Responsibilities

• Unlock entrance doors and remove phone from night ring to open office.
• Greet visitors and answer calls on multi line phone system.
• Process incoming and outgoing divisional mail.
• Assist scheduling for mental health clients where applicable.
• Provide support as needed to licensing unit.
• Triage with appropriate staff in crisis situations.
• Aid in creating, planning, and executing divisional events and programs, including trainings.
• Serve as a liaison between the divisional office and the Service Center.
• Maintain accurate census count daily in accordance with agency procedure.
• Track and maintain date sensitive documents such as: training activities, open bed list, referral lists, staff roster, etc.
• File compliance duties include overseeing and/or implementing the creation and maintenance of files from opening to closure (including but not limited to foster care youth, foster parent and outpatient files).
• Purge records as required by agency policy.
• Process background checks (i.e. foster parents, respite providers, employees, volunteers, interns).
• Develop and implement a plan for scanning all appropriate records.
• Create and maintain tracking system for all agency equipment, lease agreements, and equipment/building inspections.
• Absorb office janitorial services and ensure the office is clean at all times.
• Order and maintain supply inventory.
• Maintain petty cash.
• Establish and maintain a positive working relationship with all levels of SAFY staff by participating in joint meetings, and problem identification and resolution.
• Establish and maintain a supportive and positive working relationship with youth, foster parents, referring agencies, and other SAFY stakeholders.
• Attend relevant in-house and external seminars, trainings, conferences, and workshops to develop and enhance knowledge in the designated area as well as achieve relevant education hours per year to enhance professional and job-related skills.
• Attend required meetings within division, region, and central office (team and/or community partners).
• Participate in assigned committees and chairs if so appointed.
• If appointed, maintain liaisons with state and national organizations.
• Meet regularly with supervisor to discuss issues and performance.
• Submit monthly/quarterly reports to immediate supervisor.
• Sensitive and responsive to the cultural differences of staff, SAFY youth, foster parents, referral sources and the public.
• Other duties as assigned by supervisor.

Qualifications

• High School diploma or equivalent.
• Associate’s degree in appropriate course of study preferred.
• One year of relevant experience.

What We Offer

• Compensation is commensurate with transferrable experience, education and licensure of candidate, location of the position, along with internal equity and budgeted amount for the role.
• Comprehensive benefit plan options including Medical, Dental, Vision, Disability, Life Insurance, Flexible Spending and Health Savings account options to meet your needs.
• 401(k) Retirement plan with company match.
• Generous sick & vacation time and an additional day off for your birthday.
• All regular full and part time staff are eligible for quarterly and/or annual bonuses.
• Tuition Reimbursement up to $5,000 each year.
• CEU Reimbursement up to $1,000 each year.
• On demand access to earned wages through Zayzoon.
• Gain leadership skills, develop your clinical expertise, or earn CEUs with access to over 1,000 courses on our learning platform or through our talented in-house training department.
• Clinical Supervision Reimbursement up to $300 per month.
• Employee Assistance Program with 6 free visits per issue.
• Free Financial Advisor Services.
• Support Services for alternative Health Insurance and benefit credit reimbursement options.
• Employee and Foster Parent Referral bonus program.
• Leave donation program.
• Adoption Assistance Mileage reimbursement.
• Your choice of company paid cell phone or phone stipend.
• Company laptop.