Office Manager

POSITION SUMMARY: The Office Manager position is responsible for providing administrative oversight in support of the program’s operational functioning. Key responsibilities include calendaring coordination for leadership and ensuring timely implementation, reporting, and documentation in a variety of areas (i.e., safety, quality improvement, compliance standards, etc.). This position’s office presence effectively contributes toward fostering and maintaining a positive culture. The Office Manager will directly report to the program ED, DOO, or other formal leader designee, and assist all department leaders in the administrative functions for each department.

MAJOR DUTIES AND RESPONSIBILITIES:

1. Answer, screen, and transfer inbound phone calls.

2. Maintain and update office policies and procedures.

3. Organize and schedule appointments.

4. Book travel arrangements when needed.

5. Perform general clerical duties including photocopying, fax, and mailing.

6. Coordinate maintenance of office supply inventories.

7. Able to work independently to ensure all tasks are completed in a timely manner.

8. Run business errands as needed.

9. Handle confidential information with sensitivity and professionalism.

10. Act as a liaison with others within and outside the company regarding administrative related matters.

11. Ensure all client exit surveys are documented in Salesforce.

12. Assisting all departments with administrative duties.

13. Assisting HR Partner with recruiting and onboarding activities, as needed.

14. Assist with the coordination of Sunshine Days events.

15. Submit expense reports in a timely manner.

16. Ensure all invoices are submitted to accounting for timely processing of payments.

17. Coordinate with IT department on all office equipment.

18. Plan in-house and offsite activities such as celebrations, meetings, etc.

19. Greet visitors and clients in a positive and professional manner in-person and via phone.

20. Ensure professional appearance of the administrative area through organization and supplemental cleaning as needed.

21. Ensuring the employee breakroom is attended to with proper postings and stocked.

22. Assist in program activities as appropriate and applicable.

23. Performs other duties assigned.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge: 

The incumbent will:

1. Possess a basic knowledge of administrative functions including interpersonal communications, office etiquette, and computer skills.

2. Possess strong work ethic and high standards of quality for work performed.

3. Possess strong task orientation.

4. Possess an intermediate knowledge of Microsoft Office suite applications including Word, Excel, Outlook, and Power Point.

5. Possess a basic understanding of report generation, graphical analysis, and data interpretation.

Abilities: To excel in this position the incumbent should be able to demonstrate the following competencies:

1. Analytical – Generate diverse information, data and research. Design workflows and procedures based on identified areas in need of growth.

2. Problem Solving – Identify and resolve problems in efficient and effective ways.

3. Ethics – Treat clients, staff, co-workers, visitors, contractors, and guests with respect and dignity; work ethically and uphold the values and program standards.

4. Attendance, Punctuality, Reliability – Arrive on-site, on-time, as scheduled, consistently with a professional disposition. Ensure all work responsibilities are covered in the event of an absence or scheduled vacation.

5. Leadership – Constant development of staff, co-workers and clients, in effort to achieve everyone’s highest potential.

6. Strong Character – Staying calm under pressure is essential. Having an approachable demeanor without compromising Standards of ethics and workmanship.

7. Organization – Must be highly organized and efficient in managing the necessary daily client/staff demands and tasks associated with them.

QUALIFICATIONS AND PREFERENCES: The following requirements and preferences will be evaluated and verified to establish employment eligibility.

1. Three to five years of experience in office administrative functioning preferred.

2. Experience utilizing Microsoft Excel, Outlook, and Word at an advanced level.

3. Associate degree in business administration preferred.

4. CPR certification or willing to obtain.

5. Valid Driver’s License and ability to drive company vehicles.

6. Must be able to communicate effectively in person, by phone, and in writing, with clients as well as staff members.

7. Hands-on experience with office machines (e.g., copy machines, printers/scanners, etc.) preferred.

8. Excellent time management skills and ability to multi-task and prioritize work.

Working Conditions: The Office Manager works in a changing environment that adjusts to the needs of the day as well as clients in the program. In terms of a typical day, the working environment is fast paced with interruptions, distractions, and deadlines. The Office Manager needs to be flexible and able to adjust according to changing needs or activities.

Mountain Springs Recovery is an equal opportunity employer and prohibits discrimination and harassment of any kind.