Office Manager Job Details Job Location Miami - 5200 Blue Lagoon Drive - Miami, FL Position Type Full Time Education Level High School Salary Range $50,000.00 - $55,000.00 Salary/year Description Position Summary: The Office Manager is responsible for overseeing daily administrative operations, ensuring smooth office functionality, and supporting staff members in executing their duties efficiently. This position requires a highly organized, detail-oriented, and proactive individual capable of managing multiple tasks simultaneously. Essential Job Functions: + Responsible to provide administrative relief to the Director of Child Welfare and the child welfare staff. + Serves as the primary point for internal and external stakeholders. + Responsible for the supervision of the front office operations and staff. + Prepare, edit, make copies of correspondence, reports and other printed materials as needed. + Read and route incoming/outgoing postal mail and emails. + Record minutes of meetings as requested. + File correspondence and other records. + Reconcile company expenses on a monthly basis. + Organize and maintain detailed files. + Assist with scheduling appointments, invoices, bills/payments. + Assist with answering telephones and provide information to callers or route them to the appropriate staff. + Compose and type routine correspondence. + Greet visitors and ascertain the nature of their business. + Schedule and maintain appointments as necessary. + Complete and comply with Requests for Records. + Maintain current knowledge of regulatory compliance related to child welfare program operations. + Attend and participate in training activities, staff meetings, and supervisory sessions. + Assist with the preparation of the strategic plan, annual plan, and other planning documents. + Participate in Quality Improvement activities and committee assignments as requested. + Complete check requests as needed. + Maintain the front office petty cash fund. + Ensure consumer and staff grievances are documented and followed up per protocol. + Serve on the Environment of Care Committee. + Provide statistical information needed for reports and contract proposals as required. + Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation. + Perform any other duties as assigned. Qualifications Essential Qualifications: Certifications/Licensures: + None Education: + High school diploma or equivalence issue by a state department of education, is required. + Associate’s degree in Business Administration, Office Management, or a related field is preferred. Experience and Competencies: + Two years of related work in office/facility, or customer service experience required + One year of related work experience in Child Welfare, Mental Health, and / or Substance Abuse field preferred + Bilingual is preferred; + CPR Certification, First Aid Certification within 6 months of hire. + Ability to exercise good judgment and discretion. + Ability to work well in a team environment. + Strong organizational, communication, and problem-solving skills. + Ability to multitask, work under pressure, and handle confidential information with discretion. + Knowledge of budgeting, bookkeeping, and financial reporting is a plus. + Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality + Understands written sentences and paragraphs in work related documents. + Availability to work a flexible schedule as required by the department, including nights and weekends. + The ability to interface and communicate with internal and external agencies. + The ability to build positive relationships with employees and superiors. + Ability to interact successfully at all levels of an organization + Possesses excellent communication skills (verbal and written). + Possesses the ability to interface and communicate with internal and external agencies. + Communicating effectively in writing as appropriate for the needs of the audience. + Skill in active listening, giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times + Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct + Understanding of professional ethics, consumer rights, and professional responsibilities + Knowledge of Microsoft Word, Excel, Access and electronic health record software preferred + Knowledge of WestCare Mission, goals and values + Knowledge of Incident Reporting + Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality + Familiarity with WestCare services and programs + Understanding of issues related to individuals with varied identities in prevention, intervention and treatment. + Understands that individuals with distinct community backgrounds have different perceptions of health + Understands that individuals with distinct community backgrounds define and perceive family and its importance differently + Demonstrates ability to work effectively with individuals with distinct community backgrounds + Articulates a working definition of adverse experiences + Understand the impact of adverse experiences + Understand triggering past adverse experiences + Demonstrates a high degree of dependability. + Maintains a good attendance record. + Observes working hours + Shows flexibility and is responsive to requests from director + Works independently with minimal supervision + Exhibits characteristics of good workmanship, and integrity on the job + Work time is always productive + Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies + Is courteous to consumers, staff, and all others. + Demonstrates tact at the appropriate time. + Cooperates with others both within and outside WestCare. + Works well with administrative leadership; accepts direction and supervision + Maintains a positive attitude toward work + Ensures and maintains a safe working environment. + Work area is clean and orderly. + Verbalizes, understands and adheres to agency safety procedures. + Demonstrates appropriate use of Unusual Incident Reports, in accordance with the Center’s reporting procedures + Presents a positive personal image + Dresses and maintains a professional demeanor Working Conditions: + Work is primarily performed in an office or residential treatment setting Essential Physical and Mental Demands of the Job The employee must be able to perform the following essential duties and activities with or without accommodation: Physical Demands: + Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques. + Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly. + Requires hearing: Hearing is required to receive and communicate detailed information through oral communication. + Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility. + The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee. Mental Demands: + Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. + Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions. + Requires the ability to work under stress and in emotionally charged settings. + The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.