Position: Healthy Families Office Manager
Corporation: Family & Children’s Center, Inc.
Status: Exempt
Job Classification: Grade 1
Compensation: $14.50 hourly. Comprehensive Benefits package.
Location: South Bend, Indiana
On Call Duties: No
Working Hours: Part-Time 20-25 hours per week
Flexible hours after initial training process
Supervises: n/a
Immediate Supervisor: Healthy Families Program Manager
JOB OBJECTIVE
The Office Manager performs a variety of secretarial and quality assurance duties and must be able to function in a fast paced, office environment, coordinating priorities and supporting the needs of the Healthy Families Team. As a member of the Administrative Support Staff, she/he may be called upon to assist with special events or provide additional administrative help as required.
ESSENTIAL FUNCTIONS
ADDITIONAL JOB DUTIES
SKILLS AND ABILITIES
QUALIFICATIONS
Education: High school diploma or equivalent is required. Associates degree in Secretarial Science, Administrative Assistance, or Office Procedures/Management if preferred.
Experience: Minimum 2 years professional office/secretarial experience with preference for experience in counseling, non-profit social services, or related setting.
PHYSICAL AND MENTAL DEMANDS: Must be physically and mentally able to perform essential functions in an accurate, timely manner amidst frequent interruptions. Must be able to handle multiple tasks simultaneously, prioritize, and meet established deadlines.
WORK ENVIRONMENT
Work is performed in a professional office environment with potential for clients to become verbally or physically aggressive. Work involves sitting for several hours per day along with occasional standing, bending, reaching below and overhead, stooping, carrying supplies, moving and delivering mail and parcels.
Status: Exempt
Job Classification: Grade 1
Compensation: $14.50 hourly. Comprehensive Benefits package.
Location: South Bend, Indiana
On Call Duties: No
Working Hours: Part-Time 20-25 hours per week
Flexible hours after initial training process
Supervises: n/a
Immediate Supervisor: Healthy Families Program Manager
JOB OBJECTIVE
The Office Manager performs a variety of secretarial and quality assurance duties and must be able to function in a fast paced, office environment, coordinating priorities and supporting the needs of the Healthy Families Team. As a member of the Administrative Support Staff, she/he may be called upon to assist with special events or provide additional administrative help as required.
ESSENTIAL FUNCTIONS
- Provide clerical support to Healthy Families’ staff as needed. This includes: correspondence, flyers, spreadsheets, reports and miscellaneous mailings.
- Maintain filing of client information in client charts. Maintain filing of local staff files and continuous paperwork. Maintain filing of assessment paperwork and correspondence.
- Order or request office and program supplies for Healthy Families as needed.
- Assist with drop days and events.
- Balance monthly credit card transactions for Program Manager and/or Executive Director.
- Print or copy forms, curriculum and other materials as needed.
- Prepare assessment folders and new baby bags.
- Conduct quality review on transferring or terminated client charts.
- Record, type and distribute minutes for the Healthy Families Advisory Committee, Staff Meetings and Supervisor Meetings.
- Orient new staff to office procedures, office machines; set up logins and passwords in Enlite and HFAST.
- Enter all referrals/screens into Enlite and maintain a monthly referral tracking spreadsheet with outcomes.
- Creative Outreach conducted through monthly mailings and facilitation of client termination after 90 days of inactivity. Maintain Creative Outreach spreadsheet with outcomes.
- Maintain Healthy Families’ staff training spreadsheet, and enter all trainings into the Enlite system for all staff.
- Prepare, enter and log all surveys (assessment, screen, termination, and annual) into spreadsheets with yearly results.
- Run monthly billing reports and send via email to Supervisors for corrections.
- Keep the following databases updated with staff’s information: Enlite and HFAST.
- Assist with Baby Boxes distribution.
ADDITIONAL JOB DUTIES
- Assist Program Manager in annual Healthy Families site review: generate reports, charts, and graphs.
- Maintain a library of resource materials and articles for agency use.
- Distribute B.A.B.E. coupons for Healthy Families clients.
- Serve as a liaison with HelpDesk and Datatude for computer technical support.
- Serve as a liaison between staff and HFI by checking email every day, monitoring QA news and updates.
- Provide relief support as needed and assist with other duties for FCCCDS.
- Attend HFI trainings as required.
SKILLS AND ABILITIES
- Basic computer proficiency in Microsoft office, Excel, preferably Microsoft Word, mail merge, Publisher, PowerPoint, and basis database management systems.
- Basic proficiency in general office procedures, including data entry, fax, scan, telephone, copiers, etc.
- Ability to type 60 WPM preferred.
- Demonstrated enthusiasm, initiative, creativity, and flexibility.
- Demonstrated ability to work with people from diverse racial/cultural backgrounds.
- Ability to maintain positive working relationships with staff.
- Ability to abide by strict code of confidentiality according to legal and professional standards.
- Ability to maintain a high degree of sensitivity and responsiveness to client needs.
- Ability to communicate effectively, orally and in writing. Bilingual abilities are a plus.
- Willingness to carry out program goals, agency policies, and advance the overall mission.
QUALIFICATIONS
Education: High school diploma or equivalent is required. Associates degree in Secretarial Science, Administrative Assistance, or Office Procedures/Management if preferred.
Experience: Minimum 2 years professional office/secretarial experience with preference for experience in counseling, non-profit social services, or related setting.
PHYSICAL AND MENTAL DEMANDS: Must be physically and mentally able to perform essential functions in an accurate, timely manner amidst frequent interruptions. Must be able to handle multiple tasks simultaneously, prioritize, and meet established deadlines.
WORK ENVIRONMENT
Work is performed in a professional office environment with potential for clients to become verbally or physically aggressive. Work involves sitting for several hours per day along with occasional standing, bending, reaching below and overhead, stooping, carrying supplies, moving and delivering mail and parcels.
