Office Manager

Office Manager

Position at Clarvida - Pennsylvania

Location: Temple, PA

Employment Type: Full-time

Salary: $18 hourly

About Clarvida

At Clarvida, we believe strong administrative support is essential to delivering high-quality services that change lives. We are seeking an organized, detail-oriented, and customer-focused Office Manager to oversee the daily administrative and clerical operations of our program.

This high-visibility role serves as a central point of coordination for staff, clients, families, and community partners while ensuring the efficient management of office operations, documentation, financial processes, and program support activities.

Position Summary

The Office Manager is responsible for the overall management of office and clerical functions within the program. Reporting directly to the Operations Director or designee, this position supports program operations through document management, record maintenance, financial administration, customer service, and office coordination.

The ideal candidate is highly organized, capable of managing multiple priorities, and committed to maintaining accurate records and exceptional administrative support in a fast-paced human services environment.

Key Responsibilities

Office Administration & Operations

• Serve as the primary administrative support resource for program operations
• Answer incoming calls, direct inquiries, and relay messages to appropriate personnel
• Greet and assist visitors, staff, clients, and community partners
• Maintain office equipment, including copiers, fax machines, postage machines, and related office technology
• Order and maintain office supplies and administrative resources
• Manage incoming and outgoing mail, including logging, sorting, distributing, and processing correspondence
• Create and maintain organized program, financial, and client filing systems

Documentation & Records Management

• Maintain accurate and confidential client, programmatic, medical, and financial records
• Prepare, type, edit, proofread, and distribute a variety of program documents, including:
• Incident Reports
• Unusual Incident Reports
• Annual Assessments
• Individual Program Plans (IPPs)
• Quarterly Reports
• Client Face Sheets
• Client Meeting Invitations
• Service Documentation
• Room and Board Agreements
• Internal and External Correspondence
• Maintain and update document tracking systems and required forms
• Ensure documentation is completed accurately and within required timeframes

Financial Administration

• Process and maintain client financial records and accounts
• Assist with billing, bank reconciliations, deposits, and financial documentation
• Process client check requests and coordinate fund disbursements
• Audit client funds, petty cash accounts, and financial records
• Prepare monthly financial reports and supporting documentation
• Coordinate financial matters with external agencies, including Social Security and public assistance offices
• Support Fiscal Management staff with financial and administrative duties as required

Program & Administrative Support

• Copy and distribute medical, financial, programmatic, and training materials
• Maintain inventory of required program forms and documentation
• Support monthly reporting and compliance requirements
• Assist staff in accessing and maintaining program records and resources
• Ensure confidentiality and secure handling of sensitive client and financial information

Qualifications

Required

• Must be at least 18 years of age
• Valid Pennsylvania Driver's License with an acceptable driving record
• Strong organizational and attention-to-detail skills
• Excellent verbal and written communication skills
• Proficiency with Microsoft Office programs, including Word, Excel, and Outlook
• Ability to learn and utilize Pennsylvania programmatic systems and databases (including HCSIS, PROMISe, and other platforms)
• Ability to prioritize tasks and work independently with minimal supervision

Preferred

• High School Diploma required; degree from an accredited business school preferred
• Minimum of two (2) years of experience supporting or managing an office environment
• Experience maintaining financial records and administrative documentation
• Experience in healthcare, behavioral health, intellectual and developmental disabilities, or human services environments

Compensation & Benefits

Full-Time Employees

• Competitive compensation
• Paid vacation that increases with tenure
• Separate sick leave with annual rollover
• Up to 10 paid holidays*
• Medical, dental, and vision insurance options
• DailyPay access to earned wages before payday*
• Ongoing training, development, and continuing education opportunities

Benefits for All Employees

• 401(k) retirement plan
• Free licensure supervision (where applicable)
• Pet insurance
• Employee Assistance Program (EAP)
• Mileage reimbursement
• Cell phone stipend
• Perks @ Clarvida employee discount program, including savings on shopping, travel, entertainment, and Verizon services

*Benefit availability may vary by state or county.

Why Join Clarvida?

At Clarvida, our administrative professionals play a vital role in supporting services that positively impact individuals, families, and communities. As an Office Manager, you will be part of a mission-driven organization that values teamwork, professionalism, accountability, and continuous growth.

How to Apply

If you are an organized and detail-oriented administrative professional who enjoys supporting program operations and helping others succeed, we encourage you to apply today.

Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Employer

Clarvida is proud to be an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic.

Fraud Alert

Clarvida does not charge application fees and does not conduct interviews through chat rooms, text messages, or messaging applications. Official employment communications will only come from authorized Clarvida email addresses or verified professional recruiting sources.

Keywords

Office Manager, Administrative Manager, Office Administrator, Administrative Coordinator, Program Administrator, Clerical Support, Administrative Assistant, Human Services Administration, Client Services Administration, Financial Administration, Records Management, Office Operations, Pennsylvania Jobs, Behavioral Health Administration, Intellectual Disabilities Services, Clarvida Careers.