CSCD JTC OFFICE MANAGER

Community Supervision and Corrections Dept - Dallas County•Lancaster, TX

2d•$0 - $25•Onsite

About The Position

Responsible for organization and operation of business office at assigned Center. Responsible for timely and accurate processing and data entry of billing information. Compiles data and information, and prepares reports used in monitoring and evaluating Center’s operations, finances and contract compliance. Maintains expenditure records and receipts, tracks budget allocations, and initiates corrective actions to control budget variances. Assists in preparing budget recommendations. Oversees and directs assigned office staff and client workers. Performs day-to-day personnel administration for Center. Serves as facility administrative liaison, processes various forms and records, and maintains office records and filing systems. Performs variety of related administrative, office, and secretarial duties and tasks.

Requirements

Ability to read and write well enough to draft, proof and edit correspondence, reports, tables and the like; and perform simple arithmetic and statistical calculations to prepare and verify summary reports and financial transactions as acquired through high school diploma or equivalent and post-high-school training in business or office administration.
Ability to type complex statistical tables and forms, non-routine correspondence, reports and the like; and complete data entry accurately and efficiently.
Knowledge of computer applications and office systems and equipment as acquired through two years of equivalent work; with progressively more related work experience is preferred.
Ability to understand Gateway policies, procedures and operations necessary to assume high-level administrative details and office management responsibilities.
Interpersonal skills necessary to communicate effectively with a diverse group of external and internal contacts in investigating and resolving operational and administrative problems, and to lead and motivate assigned staff.
Analytical abilities necessary to delegate and follow-up on the work of others, compile and analyze data and information for various reports and statements and investigate and resolve various questions and issues related to administrative responsibilities.
Proficiency with Microsoft Word, Excel and Outlook to prepare documents, track and report data, and communicate with internal and external customers.
Ability to maintain confidentiality of client treatment and financial information, and personnel files.
Ability to communicate with others to gather and exchange information.
Ability to respond to telephone inquiries.
Ability to continually proofread, check and verify data from printed form and computer monitor display.
Ability to use a keyboard and video display terminal to enter, retrieve, and/or audit information and data on a continual basis.
Ability to pull, lift and transport files and documents to and from various locations within office or assigned location.

Nice To Haves

Knowledge of computer applications and office systems and equipment as acquired through two years of equivalent work; with progressively more related work experience is preferred.

Responsibilities

Responsible for organization and operation of business office at assigned treatment Center. Initiates corrective actions necessary to ensure efficient and smooth operations in areas of responsibility.
Responsible for processing of billing information, directly or through others, which includes performing data entry such as posting charges, compiling and reporting census and contract statistics, and tracking and monitoring staff billing hours. Ensures timely processing of billing information, and accurate entry of database information.
Compiles data and information, completes summary calculations and analyses, and prepares regular or special reports for use by superiors in monitoring and evaluating Center’s finances, operations and contract compliance. Research unusual data results or occurrences and prepares explanations or justifications.
Maintains inventory of approved office supplies by processing purchase requisitions and approving expenditures within specified limits and budget.
Maintains expenditure records and receipts, tracks budget allocations and expenditures for areas of responsibility, and initiates corrective actions to control budget variances. Assists in Center budget planning and monitoring by compiling and reporting census and service delivery statistics, and revenue and expenditure data.
Oversees and assigns work to lower-classified office employees and assigned client workers engaged in performing office or service duties. Participates in hiring, evaluating, and disciplining assigned subordinates as appropriate.
Performs personnel administration for Center which includes maintaining personnel files and training records, collecting and processing time sheets, preparing employment offers and processing new hires, and responding to questions concerning payroll and benefits policies and procedures. Ensures personnel actions are in compliance with federal, state and central offices rules and regulations.
Serves as administrative liaison between assigned Center, other centers, central office and contracting agency, by gathering and exchanging information related to operational, budget, payroll, and personnel issues or procedures. Attends Center supervisory meetings to provide information concerning office procedures, updated policies, and personnel administration changes.
Processes various forms and records related to client admission, rotations and discharge. Prepares regular reports and counts related to client census and services provided.
Responsible for organization and maintenance of office records and filing systems (manual and computerized). Ensures accurate and efficient storage and retrieval of documents and information; and that files and information are correct, up to date, and complete.
Performs various related administrative duties such as maintaining policy and procedure manuals, posting and balancing petty cash and postage expenditures, enforcing office equipment maintenance and service contracts, obtaining security clearances for staff and visitors, and coordinating travel and meeting arrangements.
Performs office and secretarial duties such as composing and typing correspondence and documents, photocopying and assembling documents, answering telephones, filing, and data entry.