Confidential Office Manager

Provides general secretarial, clerical and reception duties within the Administrative unit of the agency. Provides Office Manager coverage for other units when vacancies occur. Assists the Administrative Services Manager (ASM) with day to day Human Resources duties. Assists the Administrative staff as needed. Implements the Agency safety program and works closely with ASM, the Agency’s insurance broker and Worker’s Compensation Insurance to ensure the safety of the Agency and the safety of the employees.
Essential duties: Answers telephones; records and distributes messages. Ensures that the telephone and front desk are covered at all times. Receives, logs and distributes faxes as received and replaces fax paper as needed. Inventories, requisitions and orders office supplies as needed. Performs Agency-wide mail runs. Coordinates maintenance persons in locating areas needing attention. Establishes priorities for task completion with Administrative Services Manager. Keeps conference room calendars for reservations for usage. Assists with photocopying, assembling and distributing board materials. Assists with keeping personnel files up-to-date and other filing. Creates any needed documents in the form of letters, memorandums, proposals or reports. Maintains confidentiality when dealing with staff and client matters. Opens, date stamps and distributes incoming mail. Provides excellent customer service and accurate program information to individuals inquiring about programs and services. Overseas all Agency’s office supplies orders. Assists ASM with Human Resources matters such as interviews, termination processes, and in-processing of new employees. Scribe for TEAM meetings, board retreats, and may fill in for ASM as secretary at board meetings if needed. Keeps Agency’s personnel renewables up-to-date. Assists ASM with All staff trainings, board meetings, board retreat, and other agency events. Works closely with Agency’s insurance broker and Worker’s Compensation insurance to ensure the Agency wide safety program and to set up ergonomic assessments as needed. May fill in as Office Manager at any Agency program as needed. Other duties as assigned.

Minimum qualifications: The Office Manager must be organized, self-motivated and exercise good judgment. Must be able to perform secretarial duties. Requires good office skills. Must have excellent written and verbal communication skills. High school diploma or GED. Proficient in Microsoft Office. Ability to communicate effectively with clients, staff and medical professionals. Ability to take direction and work under general supervision. Ability to work effectively and responsibly in a professional setting. Ability to work effectively under stress and conflict. Ability to be flexible and adaptable in any given situation. Maintains boundaries with clients. Two years clean and sober if in recovery. Acts and dresses professionally.

Starting pay $3,124 – $3,444 monthly D.O.E. Additional 5% if Bilingual (E/S). Generous benefits package including dental and vision coverage. AA/EOE.