The Office Manager is responsible for maintaining the day-to-day Administrative tasks of Aware Recovery Care required to keep the agency running smoothly.
Agency Operations Director
Duties & Responsibilities:
- General office upkeep including but not limited to:
- Routine office correspondence
- Mailing, faxing, scanning, printing and making copies
- Incoming and outgoing faxes/mail may require upload into a client’s file in the Electronic Health Record (EHR)
- Command of stamps.com account and understanding of regular vs certified mail
- Maintaining inventory and ordering supplies
- Managing contacts for basic office maintenance and calling for support when necessary
- Answering phones - fielding calls appropriately and taking messages
- Mail distribution - ensuring correspondences make it to the necessary parties in a timely fashion whether within the agency or for the Corporate office
- Support Agency Managers and Directors with designated tasks
- Complete agency-level HR tasks as assigned/asked by Corporate
- For example, scheduling 90-Day and Annual Reviews between Direct Care Staff members and Agency Leadership
- Assist in hospitality efforts when hosting guests, staff or office events
Business office or administrative experience preferred
- Strong Technological Capabilities
- Computer fundamentals
- G Suite programs
- Microsoft Office
- Effective and efficient work ethic with strong organizational skills
- Strong interpersonal/group communication and collaboration skills
- A welcoming, can-do attitude
- Demonstrates patience and adaptability in the face of environment and situational fluctuations
- Ability to think creatively
- Emotional Intelligence
Timekeeping & Punching:
- All non-exempt employees are required to use the timekeeping system to record their hours worked. Non-exempt employees are required to clock in/out for time off and other leave tracking purposes.
- Employees should clock in no sooner than five minutes before their schedule shift and clock out no later than five minutes after their scheduled shift. Additionally, employees are required to clock in/out for their designated lunch periods. The length of the lunch period should have the agreement of the employee’s manager. Lunch periods are unpaid time when employees are relieved of all duties. Waiver of the lunch period requires prior approval of the employee’s manager. Under no circumstance may the waiver of the lunch period result in overtime work.
- Should an employee miss an entry into the timekeeping system, the employee will notify their manager as soon possible for correction. Employees may not ask another employee to clock in/out for them.
- Accurate time reporting is a federal and state wage and hour requirement, and employees are required to comply. Failing to enter time into the timekeeping system in an accurate and timely manner is unacceptable job performance.
- Non-exempt employees are not permitted to work overtime or unscheduled time without prior authorization from their manager. This includes clocking in early, clocking out late, or working through the scheduled lunch period.