Office Manager / Creative Admin

Job Details Job Location: TUCSON, AZ 85748 Position Type: Full Time Education Level: Not Specified Salary Range: $19.75 - $21.00 Hourly Travel Percentage: Negligible Job Shift: Day Job Category: Health Care The Office Manager at The Legends Residential Care, LLC, provides administrative support to ensure efficient office operations. Provides exceptional customer service to employees, families, guardians, vendors, and community partners. This role involves handling day-to-day tasks such as filing, data entry, scheduling, and communication with staff and external parties. The ideal candidate is detail-oriented, organized, and capable of multitasking in a fast-paced environment. An excellent Office Manager is, above all, an organized and competent professional with phenomenal communication skills. They will be comfortable dealing with people and able to carry out administrative duties accurately and quickly. Works closely with Human Resources, Operations, Residential Services, and HAI. Duties/Responsibilities: Administrative Support Serve as the primary bilingual communication resource for the agency by interpreting and translating verbal and written communications between English- and Spanish-speaking members, guardians, vendors, and staff. Maintain and update records, databases, and spreadsheets as needed. Open and close the TLRC office as directed by the business needs. Maintain supply inventory management and order office supplies as needed. Operational Support Support the HAI service by making outbound calls to prospective members, guardians, support coordinators, and interdisciplinary team members to introduce services, answer questions, obtain necessary information, and assist with the referral process. Assist Group Home Managers with forms and member funds, and track and retain monthly reports. Interpret communication for Spanish speaking members, guardians, and vendors, when applicable. Documentation oversight and review – houses HR Support Maintain employee personnel files, onboarding documentation, and required records in compliance with company policy and applicable regulations. Help with onboarding processes, including preparing paperwork. Provide first-level assistance with Paycom navigation, password resets, and routine employee self-service questions. Receive concerns and refer them to the appropriate manager or Human Resources as appropriate. Assist with scheduling new hires to complete new-hire-required training certificates and complete mandatory paperwork. Success in this role includes: Achieve 100% employee file compliance. Completing onboarding within required timelines. Keeping office supplies stocked. Responding to employee requests promptly. Supporting HR initiatives accurately and professionally. Supporting HAI service growth through outreach, referral coordination, and communication with members and their support teams. Physical Requirements: Prolonged periods sitting at a desk and working on a computer. Must be able to lift 25 lbs., if necessary. Must be able to utilize Personal Protective Equipment (PPE), if necessary. Must stoop, squat, reach, stretch, hear, see, ascend, and descend stairs at work. Psychological Requirements: Must remain calm and non-defensive, supportive during stressful, potential crises. Must work effectively in a highly stressful environment with considerable mental and emotional demands. Must be able to manage high volumes and unpredictability of work. Must be able to remain flexible and reprioritize according to the changing demands of the day. Must manage stress in a fast-paced, unpredictable, intense setting. Must adapt to diverse cultural environments and communicate in a culturally inclusive manner. Must be able to represent the company professionally in all situations. QualificationsRequired Skills/Abilities (with or without accommodation): Fluent in both Spanish- English required. (Spoken and written) Excellent knowledge of Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook). Willingness to learn and grow in the position. Must pass criminal background. Must obtain and maintain valid unrestricted Arizona Level One Fingerprint Clearance. Excellent verbal and written communication skills. Read, write, and speak effectively in English. Excellent analytical and problem-solving skills. Excellent organizational skills and attention to detail. Proficient in Microsoft Office Suite or similar software. Knowledge of basic bookkeeping principles, office management systems, and procedures. Ability to prioritize and multitask to remain organized. Ability to maintain confidentiality of sensitive information and handle it with discretion. Education and Experience: High school diploma required. An associate in business administration is a plus. 2 years of administrative experience required. 1 year of experience in Office Management. 1 year of experience in the IDD/DDD industry, a plus. #J-18808-Ljbffr