Office Manager

Position Summary

The Office Manager, under the general direction of a Program Director, is responsible for managing the program office's physical plant. The Office Manager provides support to program administration to expedite the efficiency and effectiveness of program services in a manner consistent with the organization’s mission. The Office Manager also contributes to maintaining client, foster parent, and staff files to ensure the program meets all state and local licensing requirements. The office manager has financial responsibilities, including overseeing payments to foster parents, handling petty cash, and allocating credit cards.

Responsibilities

• Program Support
• Affirm accurate, updated, and compliant client, foster parent, and employee records, assuring confidentiality.
• Enter assigned program data in agency information systems, within prescribed time frames, and provide data on overall file compliance.
• As assigned, assist in aspects of pre-employment and onboarding, including communication and coordination with applicants and newly hired employees.
• Fiscal/Budget
• Aid in billing, reconciliations, and foster parent reimbursements.
• Use information system to enter, allocate, and track program invoices to ensure payment to vendors.
• Oversee credit cards and expenses assigned, in accordance with policies and procedures.
• Communication
• Provide timely and detailed reporting of staffing and building issues to leadership.
• Liaison with agency counterparts in Human Resources, Training, IT, Organizational Performance, Accounting, Billing, and other Pressley Ridge sites.
• Assist program leadership in establishing and maintaining a cooperative working relationship with other private/public or government agencies.
• Documentation
• Aids in initiating, requesting, and reporting information as required. Any necessary forms, reports, or documentation should be checked for completion in their entirety and proper procedures have been followed.
• Ensure all necessary credentials, forms, or renewal of information is complete and forwarded to Human Resources for 100% compliance with each staff personnel file.
• Document staff training forms when requested and forward accordingly.
• Supervision
• Receive supervision.
• Receive supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message, and when possible, in person regarding program matters.
• Risk Management and Safety
• Run data reports, provide program leadership with program data, and participate in quality improvement activities.
• Assure continuous compliance with all relevant external licensing/regulatory agencies and the policies and procedures of Pressley Ridge.
• Establish and maintain familiarity with regulatory and licensing requirements.

Qualifications

• Education/Credentials/Licensure: Requires a high school diploma, specialized training beyond high school, or an associate’s degree preferred. Experience: Requires proficiency in information systems technology. At least two (2) years’ office experience required.
• Mandates: State Police, FBI Child Abuse Clearances, Mandated Reporter-Recognizing and Reporting Child Abuse training certificate and/or statement.
• Working Conditions: Physical Demands: Employee must meet minimum requirements for hearing, speech, and vision. Mental Demands: Frequently performs multiple tasks and handles distractions that interfere. Environmental Factors: Environmental factors require this position in the office and occasionally in the community. Working Hours: Monday-Friday as assigned or agreed upon by Program Director.