OFFICE MANAGER

Apis Services Inc•Lower Merion Township, PA

12h•Hybrid

About The Position

The Office Manager is responsible for supporting the daily administrative and operational functions of the program. This role oversees office operations, supervises administrative staff, and ensures compliance with organizational, regulatory, and funding requirements. The Office Manager plays a key role in fiscal tracking, human resources support, and maintaining accurate records and systems. A strong commitment to RHD values, teamwork, and professionalism is essential in carrying out all responsibilities.

Requirements

Valid driver’s license with reliable transportation (minimum 3 years, in line with program standards)
Child abuse clearances and FBI clearance as required by program
Proficiency in Microsoft Office and general office systems
Strong organizational and multitasking abilities
Knowledge of administrative, fiscal, and HR processes
Ability to manage multiple priorities in a fast-paced environment
Strong communication and leadership skills
High level of discretion and confidentiality

Responsibilities

Supervise administrative staff, including Administrative Assistants, File Clerks, and Receptionists
Provide guidance, training, and oversight to ensure efficient office operations
Monitor staff training requirements and maintain compliance tracking systems
Manage office operations including ordering, maintaining, and distributing supplies
Maintain organized and compliant participant and employee records
Complete and manage forms, documents, and program records accurately and timely
Answer and direct phone calls, relay messages, and monitor voicemail throughout the day
Submit and track documentation related to admissions, discharges, and participant changes
Process accounts payable and maintain vendor relationships
Assist with site fund distribution and tracking
Maintain participant financial tracking systems
Conduct monthly General Ledger reviews and submit necessary adjustments
Provide administrative support for hiring, onboarding, and employee documentation
Assist with payroll processes and staffing coordination
Maintain training records and compliance documentation
Support the Program Director with HR-related functions as needed
Maintain professionalism and sound judgment in all duties
Attend all required trainings and meetings
Demonstrate flexibility with schedule, including evenings, weekends, or location changes as needed
Perform additional duties as assigned to support program success