Job description

SUMMARY:

Under the direction of the Owners, the Office Manager is responsible for organizing and coordinating administrative duties and processes to ensure agency operations run smoothly. In addition to oversight of administrative personnel, this position manages accounts payable and accounts receivable for the agency to include client billing and employee payroll and provides general human resource functions.

MINIMUM QUALIFICATIONS:

• High school graduate; BA or BS preferred.
• Two years of home care experience required.
• Proven office management, administrative or assistant experience.
• Knowledge of office management responsibilities, systems and procedures.
• Knowledge of human resource management practices and procedures.
• Proficiency with Microsoft Office suite, data entry, and word processing.
• Able to exercise initiative, problem solve and apply sound judgment.
• Must be a team player, and be available for on-call client needs.
• Must possess excellent communication, time management, and leadership skills.
• Must be a highly organized multi-tasker who excels at working in a fast-paced environment.
• Must present a positive and professional business image.
• Must pass a criminal background check.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

OFFICE OPERATIONS

• Oversee general office operations to ensure efficiency of systems, procedures and workflow, adherence to policies and regulations, and a safe and secure working environment.
• Provide direct support including such tasks as planning, coordinating, and producing work that requires a high level of discretion and confidentiality; manage schedules, calendars and appointments.
• Serve as liaison between administrative personnel and owners communicating needs and concerns so they can be handled expeditiously; promptly notify senior management of any departmental issues.
• Supervise, mentor, and coach administrative staff to ensure top performance; delegate tasks and assignments for timely project completion; monitor performance and discuss issues with staff.
• Oversee the purchase and maintenance of needed equipment and supplies; review and approve office supply orders.
• Set up phone, email, and computers for administrative staff; provide technical and logistical support; coordinate needed assistance to troubleshoot problems.
• Actively participate in the planning and execution of agency events.
• Coordinate staff meetings; prepare agendas; maintain meeting notes; ensure needed deliverables are delegated to the appropriate agency staff member.
• Monitor recordkeeping processes and procedures; ensure physical and electronic filing systems are maintained and current.
• Assist with the development of policies and procedures for administrative functions.
• Uphold a strict level of confidentiality.
• On-Call Rotation

HUMAN RESOURCES

• Recruit, interview, select, onboard and train new administrative and caregiving staff.
• Coordinate with agency staff to hire caregivers depending on availability coverage needed.
• Conduct administrative personnel performance evaluations, disciplinary meetings and terminations with input and feedback from owners.
• Oversee management of all personnel files in accordance with regulatory requires and agency policy, ensuring confidentiality and limited access to sensitive information.
• Provide employees with access to view their personnel files per agency policies and procedures.
• Manage internal staff relations and company communications.
• Update employee forms, notices and manuals in accordance with changing regulations and/or company policies and procedures.
• Receive PTO requests and provide to owners for approval.
• Maintain basic knowledge of employment related regulations.

POSITION TYPE & EXPECTED HOURS OF WORK: Full-Time, Monday-Friday, 8:00AM-5:00PM, On-Call Rotation, Salary depending on experience.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Paid time off
• Referral program

Experience level:

• 2 years
• 3 years
• 4 years

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekend availability

Application Question(s):

• Are you willing and able to pass a criminal background check?

Experience:

• Home care: 2 years (Preferred)
• Office management: 5 years (Preferred)

Work Location: In person

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