Office Manager

Side by Side•Hayward, CA

29d

About The Position

The Office Manager is a key person in the daily organizational administrative functions of all of the programs in the Side by Side Hayward office. The Office Manager directs the physical operations of the office, acts as the Site Tech Coordinator for the region, and plays an important role in communication and coordination of daily activities, and in supporting executive and management staff.

Requirements

High School graduate required, Bachelor’s degree preferred
At least twenty-one years of age
At least 1 year of administrative/general office experience
Approval of a criminal record clearance from the California Department of Social Services (CDSS), and Community Care Licensing Division, which includes California Department of Justice, FBI and CA Child Abuse Index required
A valid California driver's license, personal automobile for use on the job, insurable by Side by Side’s insurance policy based on DMV record and personal vehicle insurance required

Nice To Haves

Experience with Transition Age Youth strongly preferred.
Bilingual preferred
Enthusiastic and strengths-based approach to partnering with youth and collaborating with peers
Ability to work cooperatively in a team environment.
Ability to multi-task and prioritize projects and assignments effectively
Passion for working with a diverse group of Transition Age Youth (TAY) including youth of color, LGBTQ youth, and youth with disabilities.
Knowledge of property maintenance and physical plant up-keep
Proficiency in Microsoft Office programs, particularly Word and Excel.

Responsibilities

Responsible for maintaining the office space and ensuring there is a pleasing atmosphere at the main reception area for agency visitors, youth and staff
Responsible for ensuring that office supplies are inventoried and re-stocked as necessary
Responsible for ensuring that office equipment is kept in good working order
Responsible for retrieving and triaging external and internal messages to ensure response within 48 hours.
Responsible for overseeing incoming and outgoing mail and the courier service
Serve as the primary Side by Side, East Bay liaison for office-related services contracts (e.g. water, PG&E, phones, copy machine, janitorial, property management, file storage, etc.).
Maintain Side by Side 3P (Policies/Practices/Procedures) Binder
Ensure that accounts payable invoices, employee petty cash requests and reconciliations and employee mileage and expense reimbursement requests are properly coded and forwarded
Distribute that mail or correspondence delivered by courier are appropriately distributed
Upload and scan all clinical and program documentation into client files in agency EHR or Sharepoint
Serve as the Site Technology Coordinator (“Site Tech Coordinator”) and provide support to staff in addressing user IT questions, requests and problems, overseeing troubleshooting, system back-ups and program specific software needs
Maintain East Bay site computer and phone inventory and manage physical inventory
Track all maintenance requests related to any repairs to the Hayward office.
Coordinate any agency inspections (i.e. Fire Department)
Maintain agency vehicle binders, calendars, and keys
Maintain regional spending within the identified budget
Responsible for supporting all new East Bay staff in initial set-up and service/re-ordering of email, cell phones, keys and business cards and obtaining all required documents for personnel files
Distribute all Incident Reports to appropriate parties and then scan and upload Incident Reports into client files in electronic health record.
Provide administrative and clerical support to program leadership and staff
Maintain all staff calendars including regional and community events and activities
Serve as a member of Side by Side’s Health and Safety Committee and disseminate any pertinent information to staff

Benefits

3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service (for all non-school based employees).
2 weeks of sick leave for F/T employees with 2 additional sick days for direct service staff
10 paid holidays per year and 1 Self-Care Anniversary Day each year
99% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
Dental and Vision Insurance
Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance. Employees also have the option to purchase additional life insurance at their own cost.
403b Retirement Plan with agency match after one year of employment
Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
Employee recognition program with $500 bonus awards
Employee referral bonus of up to $1,000
Pet Insurance