Office Manager

Location: San Diego, CA | Employment Type: Permanent

About The Role

The Office Manager is responsible for managing, leading, and coordinating the office staff and administrative services at a site(s), office, or program. This includes facilities management, operational initiatives, and general office administration services such as the reception area, client/vendor greeting, client/office billing, file maintenance, internal accounting, and understanding of office/program services.

Responsibilities

• Supervises the work of non-exempt staff, including hiring, performance appraisal and management, professional development, and training.
• Recommends personnel actions such as salary increases and promotions.
• Analyzes and organizes office operations and procedures, including distribution of forms, typing, flow of correspondence, filing, requisition of supplies, client billing, and other clerical/administrative services.
• Evaluates office production, revises procedures, or devises new forms to improve efficiency or workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Consults with superior on a regular basis to keep them updated on administrative issues and needs.
• Responsible for assignment of duties, approval of expenses and timecards, performance management, and personnel actions, and serving as a resource for consultation and advice for clerical/administrative staff.
• Facilitates regular meetings to ensure staff is kept well-informed.
• Responsible for adhering to department budget and participates in its development.
• Reviews the monthly budget report and advises superior of accounts over or under budget.
• Retrieves, organizes, and creates financial and tracking reports for items such as employee and program expenses and reconciling of invoices/client invoicing for guidance of management.
• Ensures reception area and office/program is clean, organized, and office equipment operates properly.
• Coordinates facility/office work requests (e.g., building management, vendors, handyman - simple repairs, etc.).
• Participates in program staff and planning meetings as required and may take minutes for such meetings.
• Attends UR and county/state and other agency meetings as required.
• May perform duties primarily performed by the clerical staff supervised on a limited basis.
• Completes special projects and reports as assigned.
• Maintains and ensures HIPAA, ethical standards, and professional boundaries with all staff and clients.
• Performs other duties assigned or necessary to support the program and/or the company.

Recovery Requirements

• Provide the best customer care possible.
• Identify and build upon the strengths of clients, coworkers, and the communities served.
• Support clients’ steps towards Recovery and Wellness.
• Create an organizational culture that respects and celebrates the diversity of clients.
• Value learning as an ongoing process that enables better service to clients and establishes leadership in the industry.
• Research and utilize the industry’s best practices and analyze services to ensure the best possible outcomes.

Qualifications

• Bachelor’s degree or associate degree preferred.
• Extensive office management experience may be considered equivalent to education.

Pay

$26.00-$28.00/hour

Benefits

• Paid Vacation Days (1st year: 12 days; increases with tenure).
• Paid Sick Days (accrual per pay period).
• 10 Paid Holidays (including day after Thanksgiving).
• Medical, Dental, Vision including a Health Savings Account or FSA.
• Health, Dependent, and Transportation Flexible Spending Accounts.
• Basic and Optional Life Insurance for Employee, Spouse, and/or Dependents.
• 401K.
• Perks @ Clarvida (student loan refinancing, pet insurance, Verizon wireless discount, movie, hotel, concert, and sporting event discounts).

Benefits may vary based on position/state/county.