HopeTree Family Services Hiring for Office Manager Job at Richmond, VA Full Time

HopeTree Family Services has an immediate opening for an Office Manager position at our Richmond office. The selected candidate will be responsible for all office related activities, as well as the day-to-day operation of the clerical support for the Richmond Office. This position assists leadership with completing the contracting process for Children’s Programs. Performs administrative duties for all programs in Richmond Office.

Responsibilities:

• Completes clerical responsibilities for the Richmond Office to include answering phones and forwarding calls, maintaining listing of staff extension numbers, utilizing Microsoft Office software, typing, filing, and photocopying to ensure the effective operation of the clerical functions of the program.
• Ensures written work is clear, concise and free from errors to ensure finished documents are completed professionally.
• Communicates effectively and professionally with staff, clients, provider families, and community contacts in order to establish and maintain positive working relationships and to manage the agency clerical responsibilities.
• Plans, prioritizes and organizes work and ensures all work is accomplished in an accurate, complete and timely manner.
• Supports Richmond Office staff in preparing materials for meetings, trainings, and special events; assists with coordinating meeting or events.
• Provides orientation to new employees and/or volunteers in the Richmond Office on office procedures (expense reports, purchase orders, etc.) and the use of all office equipment.
• Maintains inventory of office supplies for Richmond Office by ordering general office supplies and office furniture for all staff.
• Maintains general appearance of office space in Richmond Office; communicates with the landlord for maintenance repairs.
• Manages vehicles assigned to the Richmond Office to include coordinating routine and unplanned maintenance; maintains the vehicle sign up calendar.
• Ensures all equipment in the Richmond Office (telephones, copiers, computers, etc.) are maintained and in good working order. Coordinates problems for repairs with IT.
• Facilitates incoming and outgoing mail for the Richmond Office; checks mail received at the PO Box at the post office.
• Maintains petty cash for the Richmond Office; appropriately manages responsibilities associated with being a designated signer for Richmond Office expense account.
• Assists Richmond Office staff in coordinating completion of Central Registry, Criminal Background Checks and DMV record request for potential and provider families and agency staff; maintains records of when these documents are sent for processing.
• Tracks and maintains program census (records of admissions, transfers and dismissals) and provides updated census information to foster care leadership and the business office in a timely manner.
• Maintains record of child and provider parent payment information to include tracking placement, level, VEMAT, clothing allowance, respite, and pre-placement services.
• Reviews for accuracy foster care purchase orders received by the Business Office for accuracy to ensure amounts correspond to agency placement agreements.
• Completes program billing reports in a timely manner for approval of Associate Director of Foster Care & Adoption; submits billing to the business office within required time frame.
• Completes Agency Placement Agreements, Boarding Home Agreement, and Code of Ethics for all admissions, internal transfers, VEMAT or Level Changes and new fiscal year; creates the Emergency File for all placements.
• Coordinates and develops monthly provider parent newsletter.
• Demonstrates working knowledge of CARF, VDSS and DMAS policies and procedures and applies knowledge to administrative responsibilities.
• Exercises appropriate professional boundaries in relationships with co-workers, clients, provider families, and community providers.
• Demonstrates cultural competency by respecting the cultural and socioeconomic diversity of the children and families served by the agency.
• Commitment to professional development; participates in educational opportunities, reads professional publications, maintains professional networks, participates in professional organizations; completes training in the LMS on time.
• Manages PTO appropriately and ensures coverage of tasks.
• Establishes and demonstrates appropriate time management and ability to prioritize in carrying out his/her job.
• Accepts change when necessary.
• Performs other agency related duties as assigned.
• Commitment to living HopeTree Family Services core values (Ministry, People, Stewardship, Excellence, and Accountability) and supports the team to do the same.
• Appearance – dress code, grooming, etc
• Punctuality – on time to work, meetings, etc.
• Communication – appropriate written, oral, and electronic communication skills.
• Confidentiality – HIPAA & HopeTree policy.
• Teamwork – works well with supervisor and co-workers; contributes to positive morale of the team.
• Customer Service – provides excellent service to those that he/she has contact with.
• Public Relations: represents the agency well to individuals.

Job Requirements

This position requires a minimum of an Associate’s Degree. A graduate of an accredited business college or four years of office management experience preferred. Must have the ability to work independently and make decisions regarding the efficient execution of the job’s responsibilities; the ability to retain confidential information; must have good clerical skills and a working knowledge of all office equipment. Extensive computer experience is required.

Job Type: Full-time

Pay: $17.00 – $19.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Work Location:

• One location

Work Remotely:

• No