Office Manager

Clarvida • San Diego, CA

5d • Onsite

About The Position

The Office Manager is responsible for managing, leading and coordinating the office staff and administrative services at a site(s), office or program which may include facilities management, operational initiatives and general office administration services; which may include the reception area, client / vendor greeting, client / office billing, file maintenance, internal accounting, computer and understanding of office/program services.

Requirements

• Bachelor’s degree or associate degree preferred
• Extensive office management experience may be considered equivalent to education

Responsibilities

• Supervises the work of non-exempt staff with management over site for hiring, performance appraisal and management, professional development and training.
• Recommends personnel actions such as salary increases and promotions.
• Analyzes and organizes office operations and procedures such as distributions of forms, typing, flow of correspondence, filing, requisition of supplies, client billing, and other clerical/administrative services.
• Evaluates office production, revises procedures, or devises new forms to improve efficiency or workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records.
• Consults with superior on a regular basis to keep him/her up to date on administrative issues and needs.
• Responsible for assignment of duties, approval of expenses and timecards, performance management and personnel actions, and serving as resource for consultation and advice for clerical/administrative staff.
• Facilitates regular meetings to ensure staff is kept well-informed.
• Responsible for adhering to department budget and participates in development of such.
• Reviews the monthly budget report and advises superior of accounts over or under budget.
• Retrieves, organizes and creates financial and tracking reports for items such as employee and program expenses and reconciling of invoices / client invoicing for guidance of management.
• Ensures reception area and office/program is clean, organized and office equipment operates properly.
• Coordinates facility/office work requests (e.g. building management, vendors, handyman - simple repairs, etc.).
• Participates in program staff and planning meetings as required and may take minutes for such meetings.
• Attends UR and county/state and other agency meetings as required.
• May perform the duties primarily performed by the clerical staff supervised on a limited basis.
• Completes special projects and reports as assigned.
• Maintain and ensures HIPAA, ethical standards and professional boundaries with all staff and clients.
• Provide the best customer care possible.
• Identify and build upon the strengths of clients, coworkers, and the communities we serve.
• Support clients’ steps towards Recovery and Wellness.
• Create an organizational culture that respects and celebrates the diversity of our clients.
• Value learning as an ongoing process that enables us to better service our clients and establishes our leadership in the industry.
• Research and utilize our industry’s best practices and analyze our own servies to ensure the best possible outcomes.
• Other duties assigned or necessary to support the program and/or the company.

Benefits

• Paid Vacation Days (1st year 12 days; increases with tenure)
• Paid Sick Days (Accrual per pay period)
• 10 Paid Holidays (including Day after Thanksgiving )
• Medical, Dental, Vision including a Health Savings Account or FSA
• Health, Dependent and Transportation Flexible Spending Accounts
• Basic and Optional Life Insurance for Employee, Spouse and/or Dependents
• 401K
• Perks @ Clarvida (student loan refinancing, pet insurance, Verizon wireless discount, movie, hotel, concert and sporting event discounts)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree