Office Manager

Alternative Family Services • San Leandro, CA

1d • $25 - $30 • Onsite

About The Position

Office Manager – San Leandro, CA Ready to make a positive impact in the lives of children, youth and families? Join our team as a Office Manager at the Gathering Place. As a Office Manager you will provide a safe, comfortable, and family-friendly environment where referred parents and children who have been separated can complete their visits and receive a range of services including therapeutic, supervised, and observed visitation. As the Office Manager at the Gathering Place you will be a key member of in-office operations, providing excellent customer service. Utilizing your strong administrative and organizational skills, you will help to ensure effective administrative systems, compliance and safety. This is a full-time opportunity to work with a dynamic team. The Gathering Place is a collaborative project between Alternative Family Services (AFS), Alameda County Social Services Agency, and Alameda County Behavioral Health Care Services. The Gathering Place is committed to maintaining family attachments during the difficult period of separation. It offers a continuum of services that eliminates obstacles to visitation while promoting positive family interactions. Alameda County Department of Child and Family Services’ goals for families are to increase timely reunification and reduce re-entry rates into the child welfare system. About Alternative Family Services Alternative Family Services is a Foster Family, Adoption and Mental Health Agency that has been serving abused and neglected children in our community since 1973. Our mission is to support vulnerable children and families in need of stability, safety, and well-being in communities. We provide a wide range of foster, adoption, mental health and transition-aged youth services in English and Spanish. We have eight locations throughout the Bay Area and 200 employees. We celebrate diversity, equal opportunity, and excellence. AFS offers an excellent benefits package.

Requirements

• A bachelor’s degree and 1 year clerical experience; OR An associate degree in a social science related field and 2 years clerical experience; OR At least 2 years of office management experience or 3 years clerical experience
• Advanced user of Microsoft Word, Outlook, Excel, and database skills
• Strong customer service skills with attention to detail
• Obtain and maintain fingerprint and government background clearances
• Able to read and write fluently in English
• Bilingual (English/Spanish) is a plus
• Able to meet the specific linguistic needs to the target population
• California driver’s license and auto insurance showing as an insured driver on the policy
• CPR/First Aid certification
• Work with minimal direct supervision and able to manage time and prioritize workload
• Able to maintain a professional demeanor in a stressful environment
• Able to interact with and communicate pertinent information, verbally and in writing, to co-workers, foster parents, biological parents, clients, and vendors as part of a cooperative team
• Able to travel to AFS offices for trainings and meetings as needed
• Possess a high level of integrity, honesty and strong work ethic
• Possess and agree to continue to work on cultural competency as it relates to the diverse client and resource parent population served.
• This position may require the employee to travel between AFS offices, and potentially transport youth clients to various appointments Throughout the Bay Area. Thus, position requires employee to possess a valid CA driver’s license and valid automobile insurance with their name on the verification card as an insured driver on the policy at all times, and access to a vehicle in safe working order.

Responsibilities

• Welcome and assist clients, families, staff, vendors and visitors to the office
• Answer and direct incoming phone calls
• Create effective site administrative systems in collaboration with the Program Director to support functioning of existing programs and new programs
• Maintain site regulatory paperwork, business licenses
• Manage the physical office location for orderliness and cleanness
• Maintain a safe and organized office environment, filing and storage system
• Maintain tracking spreadsheets, logs and audit systems
• File/documentation maintenance: establish foster child and resource parent files, electronically and hard copies
• Maintain resource parent and foster child paperwork and packets
• Work collaboratively with staff, ensuring reports and documentation are processed and filed appropriately and timely
• Data entry: enter client and resource parent data into computer, using various databases
• Organize trainings and events
• Maintain meeting minutes and coordinate meetings
• Travel to AFS offices for trainings and meetings as needed
• Order office and kitchen supplies – keeping ample stock at all times
• Ensure compliance with HIPAA privacy practices
• Function as the Safety Officer for the office
• Support Program Director with reports as needed
• Supervise staff as needed when assigned by Program Director
• As needed transport clients using personal vehicle that is maintained in safe working order into a variety of community settings
• Maintain petty cash according to AFS accounting guidelines
• Adhere to AFS attendance and punctuality policy
• Assume other duties as assigned by Supervisor

Benefits

• IRS standard mileage reimbursement
• Generous Sick Time accrual
• Other than all legally mandated benefits (such as paid sick leave, worker’s compensation insurance, and social security) there are no benefits affiliated with this position.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level