Office Manager, TAY Space

Side by Side•San Rafael, CA

5h•$70,304•Onsite

About The Position

Since its founding in 1895, Side by Side has been a leader in child welfare, serving vulnerable youth in Marin County and expanding to Alameda, Sonoma, and Napa counties. The organization reaches nearly 2,000 children, young adults, and family members annually with services including behavioral and mental health, early intervention in schools, LGBTQIA+ support, transitional housing for foster youth, and special education. Side by Side values individuals passionate about helping underserved youth and families, fostering a collaborative, inclusive, and trauma-informed workplace committed to diversity, equity, inclusion, and belonging. The Office Manager is crucial for the daily organizational administrative functions at Side by Side TAY Space. This role involves directing the physical operations of the office, serving as the Site Tech Coordinator for the region, and playing a vital part in communication, daily activity coordination, and supporting executive and management staff.

Requirements

High School graduate required
At least twenty-one years of age
At least 1 year of administrative/general office experience
Bilingual Spanish/English required
Community Care Licensing fingerprint clearance, which includes California Department of Justice, FBI and CA Child Abuse Index required
A valid California driver's license, personal automobile for use on the job, insurable by Side by Side’s insurance policy based on DMV record and personal vehicle insurance required

Nice To Haves

Bachelor’s degree preferred
Experience with Transition Age Youth is strongly preferred

Responsibilities

Maintain the office space and ensure a pleasing atmosphere at the main reception area for agency visitors, youth, and staff
Ensure office supplies are inventoried and re-stocked as necessary
Ensure office equipment is kept in good working order
Retrieve and triage external and internal messages to ensure response within 48 hours
Oversee incoming and outgoing mail and the courier service
Serve as the primary contact for office-related services contracts (e.g., water, PG&E, phones, copy machine, janitorial, property management, file storage, etc.)
Maintain Side by Side 3P Binder
Ensure that accounts payable invoices, employee petty cash requests and reconciliations, and employee mileage and expense reimbursement requests are properly coded and forwarded
Perform and manage petty cash for TAY Space and process all employee petty cash requests
Distribute mail or correspondence delivered by courier appropriately
Upload and scan all clinical and program documentation into client files in agency/county EHR or SharePoint
Serve as the Site Technology Coordinator (“Site Tech Coordinator”) and provide support to staff in addressing user IT questions, requests, and problems, overseeing troubleshooting, system back-ups, and program-specific software needs
Maintain TAY Space site computer and phone inventory and manage physical inventory
Track all maintenance requests related to any repairs to the TAY office
Coordinate any agency inspections (i.e., Fire Department)
Maintain agency vehicle binders, calendars, and keys
Maintain regional spending within the identified budget
Support all new staff in initial set-up and service/re-ordering of email, cell phones, keys, and business cards, and obtain all required documents for personnel files
Distribute all Incident Reports to appropriate parties and then scan and upload Incident Reports into client files in electronic health record
Provide administrative and clerical support to the Marin TAY Space Program, which may include data entry, establishing and maintaining well-organized electronic and paper filing systems, and creation of data reports
Support Program Director, Clinical staff team, and other employees of TAY Space with all necessary coordination of time-sensitive documents and other data collection requirements based on the Scope Of Work Contract from Marin County Department of Behavioral Health
Work in conjunction with the QA/QI Specialists and Program Director in preparing for the monthly CQRT Chart Audits
Manage schedules of outside consultants who regularly work in our office on Calendar
Provide administrative and clerical support to program leadership and staff
Maintain all staff calendars including regional and community events and activities
Serve as a member of Side by Side’s Health and Safety Committee and disseminate any pertinent information to staff

Benefits

3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service
2 weeks of sick leave for F/T employees with 2 additional sick days for direct service staff and 4 additional for school staff
10 paid holidays per year and 1 Self-Care Anniversary Day each year
99% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
Dental and Vision Insurance
Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance. Employees also have the option to purchase additional life insurance at their own cost.
403b Retirement Plan with agency match after one year of employment
Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
Employee recognition program with $500 bonus awards
Employee referral bonus of up to $1,000
Pet Insurance