OFFICE MANAGER-HOURLY

Apis Services Inc•Bethlehem, PA

17h

About The Position

The Office Manager is responsible for supporting the daily operations of the program and assists in all office duties including: participating in Fiscal and Admin duties as directed, maintain site and employee files, conduct regular audits on files for compliance, maintain tracking systems and participate in employee acquisition and required documentation. The Office Manager is responsible for providing supervision to administrative staff and oversight of administrative functions and activities of the office. A commitment to the RHD values should be demonstrated as job duties are performed.

Requirements

High School diploma with five (5) years' related work experience OR Associates Degree with three (3) years’ related work experience OR Bachelors’ Degree with one (1) year of related work experience
Valid driver’s license.
Effective Communication: Ability to clearly and respectfully communicate with residents, families, staff, and external agencies. Demonstrates active listening and ensures transparency in all interactions.
Ethical Practice: Upholds confidentiality, integrity, and ethical standards in all interactions and decisions, ensuring the rights and dignity of residents are prioritized.
Leadership and Accountability: Provides clear direction to staff, models positive behaviors, and takes responsibility for the success of the residential program. Holds self and team members accountable for meeting expectations and standards.
Collaboration: Works collaboratively with other professionals, families, and community partners to ensure quality care and services are provided to residents.
Cultural Humility: Demonstrates respect for and understanding of the diverse backgrounds, needs, and perspectives of residents, staff, and families, fostering an inclusive and supportive environment.
Problem Solving and Conflict Resolution: Approaches challenges with a solution-focused mindset, resolving issues in a fair and timely manner, while maintaining professionalism and promoting a positive atmosphere.
Adherence to Policies and Procedures: Ensures compliance with all regulatory and organizational standards, maintaining a safe, respectful, and efficient residential environment.
Maintain and abides by OSHA requirements and guidelines
Observes all Fire and Safety Policies and Procedures
Observes all Fiscal/Office/ HR Personnel Policies and Procedures
Observes all HIPAA Policies and Procedures and maintains confidentiality
Attends all required and scheduled trainings and meetings
Always maintain a professional demeanor and exercise good judgement in all areas of employment duties
VEHICLE REQUIREMENTS Current driver’s license, driver registration and a functional vehicle
EQUIPMENT OPERATIONS Telephone: Cellular - Multi-line, Calculator, Copier, Fax, Computer
COMPUTER SOFTWARE APPLICATIONS Has knowledge of each program Knowledge of Office software programs
Individual must be able to meet physical requirements of the job: Sitting at a meeting table or desk – Lifting – 50lbs or more Reaching – Lifting – Bending – Standing – Stooping – Twisting - Climbing steps - Driving a vehicle
ACCIDENT, HEALTH HAZARD AND SECURITY KNOWLEDGE Bloodborne Pathogens, Right To Know, HIPAA, Security Acts, Fire & Safety

Responsibilities

Supervises clerical administrative staff – Administrative Assistants, File Clerks, and/or Receptionists.
Maintain and track all staff training requirements and employee files according to program regulations.
Purchase/order/distribute/maintain office supplies
Complete and maintain forms, documents and records related to the participants, employees or the program in a timely and effective manner.
Answer office phone calls, relay messages to the appropriate individual, and check phone messages regularly throughout the day
Submit appropriate documentation to custodial department noting new admissions, moves, deaths, etc.; follow-up with change forms as necessary
Process all incoming accounts payable invoices and maintain vendor relationships.
Assist in distributing and maintaining site funds
Responsible for creating and maintaining participant financial tracking systems, including monthly General Ledger review and submitting necessary adjustments.
Provide administrative support to the Program Director for all employment-related activities including payroll, staffing, new hire processing, training record retention, and any other processes directed by the Program Director.
All other duties as assigned