Office Manager

Office Manager

Salary Range $35,694.65 - $44,000.00 Salary/year Position Type Full Time Job Shift Varies Education Level Bachelor's Degree + 2 yrs exp. Category Admin - Clerical

Description

To provide administrative/clerical support to the Foster Care and Adoption (FCAD) Program. To oversee the overall work environment of the administrative office site(s) where assigned. This position requires knowledge of a wide range of qualitative and quantitative methods for the development and management of administrative duties. The Office Manager is also responsible for keeping a close awareness of the program's continuous quality improvement efforts, including but not limited to, data collection for the program's performance and outcomes.

Essential Duties and Responsibilities

The list of essential duties and responsibilities, as outlined herein, is intended to be representative of the task to be performed. The omission of an essential function does not preclude management from assigning duties not listed herein is such duties are a logical assignment to the position.

• Serves as Little City's administrative office(s) liaison for human resources, training, development, IT, quality assurance, and accounting.
• Manages and monitors purchasing supplies and ensuring that all programs have essential tools to conduct business daily.
• Attend, and sometimes arrange, Foster Care and Adoption program meetings as needed with the sole function of notetaking when recording/transcription is unavailable or not appropriate to be used.
• Greets and assist visitors in-person when they arrive at the office.
• Photocopy and distribute materials as required by the program.
• Type memos, faxes, and letters as requested.
• Order and maintain inventory of supplies for the office including office supplies, kitchen supplies, recruitment supplies, forms, and other miscellaneous items.
• Screen, direct phone calls and take messages as needed.
• Maintain postage machine and complete all direct mailing on behalf of the program
• Perform all typing and computer work as required.
• Handle and prioritize all outgoing/incoming correspondence (emails, letters, packages, etc.)
• Keep updated records of Office expenses and receipts.
• Update all Respite binders and spreadsheets with current approvals.
• Monitors and distributes Transportation needed for all clients in the program (Ventra cards, etc.)
• Make travel arrangements for program clients and staff.
• Creates monthly CQI Calendar of documentation to be tracked by CWS teams and tracks it for completion by following a CQI cycle (Plan/Do/Study/Act)/communication and engagement with the team.
• Update and distribute internal reports, for example but not an exhaustive list: case assignments sheets, face sheets, phone lists, and list of children in program.
• On-Boards new staff and provides general staff support by getting them a working space, an ID, equipment, mailbox, supplies, etc, to ensure they can sufficiently perform in their role.
• Database entry and clean-up including NTST and SACWIS.
• Manages office security via providing instructions and setting up new staff and visitors with entry/exit information at office sites. This includes updating door lock codes at minimum quarterly and immediately following critical incidents involving unsafe situation breaches or separation of staff.
• Act as a liaison between Chicago office and facility maintenance and IT. Complete maintenance, telephone and computer work orders as needed. Contact IT as necessary to coordinate their services. Handle complaints by staff regarding technology such as phone, computer, fax, and printer/copier problems. Assist staff with minor computer-related problems, as trained by IT Manager.
• Develops a schedule of file audits and audits case and/or licensing files monthly; follows CQI cycle follow-up to ensure compliance.
• Ownership for file management: putting files together, closing them out, and filing per AP5. Assist with DCFS APME File Reviews each month.
• Maintains case management records and ensures appropriate storage and organization of all program files.
• Ownership for Program CQI reporting: KPI tracking, document compliance, CFTM schedules, ACR/Court schedules and more.
• Supports program for Medicaid and DCFS audits.
• Responsible for NTST/MyEvolv data-entry and billing support/management.
• Disburses Foster Parent Check Stubs and processes check requests as requested. Manage all Foster Parent's questions regarding board payment and respite concerns.
• Responsible for Master Mailing List updates and mailings from the FCAD Office.
• Complete and submit all check requests for FCAD program.
• Responsible for the maintenance and updating files on Program SharePoint site
• Monitor conference room and visiting room reservation calendars.
• Ensure general office appearance is safe, clean, and orderly. This may involve general tidying-up, cleaning-out the storage spaces, cleaning the fridge, and/or making schedules arrangements for such.
• Assist Program Leadership (SVP, VP, Director) with program-sponsored events by ordering items, helping with set-up, creating and distributing invitations, etc.
• Act as a liaison between LC and the building management, contacting management for complaints, repairs, requests, etc. Complete necessary tasks required such as key distribution and monitoring, and any other such duty.
• Annually updating Emergency Binder with new forms and updating and following the CARF required Emergency Preparedness Plan.
• Protect the confidentiality of all people served by agency.
• Must demonstrate excellent customer service skills involving using the agency's ACT communication and response protocol.
• Provides quality assurance and improvement consultation to the program's leadership and management teams concerning programmatic operations and case management.
• Responsible for all safety activities in your workplace and immediately report all accidents and safety hazards to your supervisor.
• Maintains American Heart Association certification in First Aid and CPR.
• Successfully completes Little City required training, re-training, and any additional training as required by Little City policies and practices, or as assigned by his or her immediate supervisor.
• Other duties as assigned.

Qualifications

Minimum Qualifications: A Bachelor's degree preferred. Must have at least 2 years of experience in office administration and/or clerical work. Proficient in typing and computer skills, specifically Microsoft Office applications. Basic knowledge of DCFS, and Medicaid is strongly preferred. Exceptional verbal and written communication skills required. The position requires someone who has an extremely high attention to detail and exceptional organizational skills. Must possess socially personable characteristics to engage with families, attorneys, state authorities, and staff.

Physical Requirements & Work Environment: While performing the duties of this job, the employee is subject to sitting for prolonged periods; frequently walks, stands, grasps, lifts, holds, or feels objects; occasionally stoops, kneels, crouches, or crawls. Extended use of computer and typing is required. The employee frequently is required to use manual and finger dexterity and eye-hand coordination when working and handling office equipment. The employee is subject to assist and support up to 25 pounds with varying amounts of assistance on a reoccurring basis. The employee is required to have corrected vision and hearing within normal range and the ability to operate office equipment. No occupational exposure to blood, body fluids, communicable diseases, or other potentially infectious substances (Category I). Typical office environment. 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.