Divisional Office Manager

SAFY•Springdale, OH

6d•$17 - $25

About The Position

SAFY is seeking a full-time Divisional Office Manager for its Cincinnati, Ohio division. The role is responsible for the administrative function of a divisional office, including customer service, data entry, file compliance, office operations, and support for staff and the people SAFY serves. The manager helps maintain relationships with SAFY staff, youth, foster parents, referring agencies, and other stakeholders, and participates in meetings, trainings, and assigned committees.

Requirements

High school diploma or equivalent.
One year of relevant experience.

Nice To Haves

Associate’s degree in an appropriate course of study preferred.

Responsibilities

Open and close the office by unlocking or locking entrance doors and adjusting the phone’s night ring.
Greet visitors and answer calls using a multi-line phone system.
Process incoming and outgoing divisional mail.
Assist with scheduling for mental health clients where applicable.
Provide support to the licensing unit as needed.
Triage crisis situations with appropriate staff.
Assist with creating, planning, and executing divisional events and programs, including trainings.
Serve as a liaison between the divisional office and the Service Center.
Maintain an accurate daily census count in accordance with agency procedure.
Track and maintain date-sensitive documents, including training activities, open bed lists, referral lists, and staff rosters.
Oversee or implement the creation and maintenance of files from opening through closure, including foster care youth, foster parent, and outpatient files; purge records as required by agency policy.
Process background checks for foster parents, respite providers, employees, volunteers, and interns.
Develop and implement a plan for scanning appropriate records.
Update and maintain manuals, meeting minutes, and state-rules documents, and distribute them as required.
Create and maintain tracking systems for agency equipment, lease agreements, and equipment and building inspections.
Assist with audit preparation, including maintaining files and reviewing documents.
Oversee office janitorial services and ensure the office is clean.
Order and maintain supply inventory.
Maintain petty cash.
Build and maintain positive working relationships with SAFY staff at all levels through joint meetings, problem identification, and resolution.
Maintain supportive and positive working relationships with youth, foster parents, referring agencies, and other SAFY stakeholders.
Attend relevant internal and external seminars, trainings, conferences, and workshops to develop knowledge and meet relevant annual education hours.
Attend required meetings within the division, region, and central office, including meetings with teams or community partners.
Participate in assigned committees and chair committees if appointed; if appointed, maintain liaisons with state and national organizations.
Meet regularly with the supervisor to discuss issues and performance.
Submit monthly and quarterly reports to the immediate supervisor.
Respond sensitively to cultural differences among staff, SAFY youth, foster parents, referral sources, and the public.
Perform other duties as assigned by the supervisor.

Benefits

Comprehensive benefit plan options, including medical, dental, vision, disability, and life insurance, plus flexible spending and health savings account options.
401(k) retirement plan with company match.
10 paid holidays and up to 3 floating holidays per year, generous sick and vacation time, and an additional day off for the employee’s birthday.
Quarterly and/or annual bonuses for all regular full-time and part-time staff.
Tuition reimbursement up to $5,000 each year.
CEU reimbursement up to $1,000 each year.
On-demand access to earned wages through Zayzoon.
Access to over 1,000 courses on a learning platform and an in-house training department.
Clinical supervision reimbursement up to $300 per month.
Employee Assistance Program with 6 free visits per year.
Free financial advisor services.
Support services for alternative health insurance and benefit credit reimbursement options.
Employee and foster parent referral bonus program.
Leave donation program.
Adoption assistance.
Mileage reimbursement.
Choice of a company-paid cell phone or phone stipend.