Office Manager - Community Living Services (CLS)

Provides administrative, secretarial, and clerical support to the Vice President of Program Services and Director of Residential Services. Practices and promotes the agency mission statement in every interaction.

• Provide administrative, secretarial, and clerical support to the residential department in AHRC (schedule and attend meetings as necessary, answer phones, write letters, ticklers to the program, completes bulk and other mailings, etc.
• Maintains the banking spreadsheet and accuracy of authorized users for the Residential Program.
• Maintains departmental records as requested by the Residential Director (example: DDP’s, attendance records, time sheets, time off requests, mileage forms, entitlement forms, respite billing, monthly reports, and expense vouchers).
• Organize and Maintain Record Retention both on and off site for the program.
• Maintains spreadsheets and other data tracking systems for the agency (example: rosters, unqualified driver status, internal incident spreadsheet, cluster list)
• Maintains Optimum Account, ensures payments to accounting timely, schedule repair requests and tracks equipment.
• Maintains and manages monthly rights trainings.
• Tracks, distributes, and collect, employee related required documents (example: live in agreements, conflict of interest forms, employee evaluations, core competencies, disciplinary actions)
• Acts as Program Personnel Coordinator for the Program to ensure inter-agency communication (distributes all internal communications)
• Develops and maintain an accurate DSP Sub list
• Uploads documents to required location (example: Medisked, Ulti Pro)
• Acts as the Purchasing Coordinator for the department, creating requisitions in Paramount and placing orders on W. B. Mason. Works with Purchasing and Accounting departments to complete the total processing of placing and receiving orders
• Assists with the development of office policies.
• Generates reports as requested by the Director to include staff meeting minutes.
• Coordinates Fleet related responsibilities (i.e. transportation billing, maintains keys, ensures repairs are completed, updates qualified driver’s list).
• Collects documentation and distributes information from staff as needed (example: invoices from contracted clinicians)
• Maintains an organized filing system to ensure efficiencies throughout the program.
• Organizes and coordinates projects for the Program Director as requested
• Ensures that work-related safety procedures are in place and are being adhered to by staff. Observance of an unsafe act or a potentially hazardous work environment must be immediately reported to supervisor and/or safety committee.
• Performs all other related duties as assigned by supervisor.

• High School diploma required; previous secretarial experience preferred. 
• Must possess excellent computer skills and be proficient in all Microsoft Office Suite applications (i.e. Microsoft Word, Excel).
• Must demonstrate the ability to work independently and multi-task. Excellent team player with a positive attitude. 

May be required to help organize deliveries and create a filing system.