Office Manager

JOB TITLE

Office Manager

DEPARTMENT

Administration

SUPERVISOR

Administrator

DATE WRITTEN

1996

DATE REVISED:

November 1, 2010

QUALIFICATIONS:

Education:

High school diploma required, college preferred.

Experience:

At least two full years office experience, preferably 3-5 years.

POSITION SUMMARY

The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current existing federal and state regulations, as well as established company policies and procedures. The person holding this position manages all the business transactions of the facility to ensure internal fiscal control in accordance with the operating budget.

Other:

Maintain professional, friendly, and caring attitude; support staff and administrator; be aware of potential problems.

PRIMARY JOB DUTIES AND RESPONSIBILITIES 1.

Deal effectively with public, staff, service recipients, and co-workers. 2. Maintains complete and current financial records for all service recipients, employees, and accounts in an orderly and efficient manner. 3. Plans the office routine 4. Ensures that resident bills and vendor payments are sent on time 5. Ensures the payroll is completed and distributed when due. 6. Gathers monthly statistical data. 7. Ensures the books are properly summarized and ready for the corporate controller at the end of the month. 8. Posts the ledger at the end of the month to serve as a check on the bookkeeper's work. (Items are listed or posted in the ledger according to prearranged categories.) 9. Maintains the service recipient's petty cash accounts and interest-bearing accounts. 10. Assists government or insurance auditors and inspectors. 11. Assists in risk management to control insurance costs.. 12. Checks closing package. 13. Makes bank deposits on a daily basis. 14. Holds a department meeting once a month for open communication and discussion. Each month should have a topic. It can be regarding some problem area, or it can be an open discussion for comparison to work schedules. Find out if anyone is behind, etc. 15. Delegates responsibilities in a manner consistent with employee's ability to carry out the tasks. 16. Handle confidential information. 17. Performs other duties or tasks assigned by the Administrator.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk and sit. The employee is occasionally required to stand. Handles office equipment and supplies. Manual dexterity, visual acuity, and auditory acuity are also required.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually low to moderate. There is a low risk of exposure to communicable diseases due to the high-risk population being served. Local travel between office and contracting agencies may be required. There is a low risk of exposure to disruptive and sometimes violent behaviors on the part of our service recipients.

SPECIAL DEMANDS

Must have a genuine interest in working with mentally ill persons. Must possess a willingness to conform to unusual situations. Ability to meet and deal with a variety of employees, service recipients, and relatives. Sociability, courtesy and sympathy. Memory for details. Considerable initiative and judgment needed in promoting favorable public relations.

DISCLAIMER

The above job description has been written to indicate the general nature and level of work performed by employees within this classification. It is not written to be inclusive of all duties, responsibilities and qualifications required of employees assigned to this job.

ACCEPTANCE STATEMENT

I have carefully read, understand, and accept the job description, including the qualifications and requirements of the position of Office Manager, and I certify that I can and will perform the essential functions of the position. I understand Universal Precautions Risk Classification categories may apply to this position, and I may be exposed to AIDS, HIV, and Hepatitis B viruses. I further understand this facility is of an "at will" nature, which means that I may resign at any time and may be discharged at any time with or without cause.