Office Manager

Job Description

Job Description

Job Posting Title:

OFFICE MANAGER.

Job Description:

Office Manager.

Lower Merion Counseling & Mobile Services 

Position Summary:

The Office Manager is responsible for supporting the daily administrative and operational functions of the program. This role oversees office operations, supervises administrative staff, and ensures compliance with organizational, regulatory, and funding requirements.

The Office Manager plays a key role in fiscal tracking, human resources support, and maintaining accurate records and systems. A strong commitment to RHD values, teamwork, and professionalism is essential in carrying out all responsibilities.

Key Responsibilities:

Supervision & Oversight:

• Supervise administrative staff, including Administrative Assistants, File Clerks, and Receptionists.
• Provide guidance, training, and oversight to ensure efficient office operations.
• Monitor staff training requirements and maintain compliance tracking systems.

Office Administration:

• Manage office operations including ordering, maintaining, and distributing supplies.
• Maintain organized and compliant participant and employee records.
• Complete and manage forms, documents, and program records accurately and timely.
• Answer and direct phone calls, relay messages, and monitor voicemail throughout the day.
• Submit and track documentation related to admissions, discharges, and participant changes.

Fiscal Responsibilities:

• Process accounts payable and maintain vendor relationships.
• Assist with site fund distribution and tracking.
• Maintain participant financial tracking systems.
• Conduct monthly General Ledger reviews and submit necessary adjustments.

Human Resources Support:

• Provide administrative support for hiring, onboarding, and employee documentation.
• Assist with payroll processes and staffing coordination.
• Maintain training records and compliance documentation.
• Support the Program Director with HR-related functions as needed.

Qualifications:

Education & Experience:

• High School Diploma with 5 years of related experience.
  OR
• Associate Degree with 3 years of related experience.
  OR
• Bachelor’s Degree with 1 year of related experience.

Requirements:

• Valid driver’s license with reliable transportation (minimum 3 years, in line with program standards).
• Child abuse clearances and FBI clearance as required by program.
• Proficiency in Microsoft Office and general office systems.

Skills & Competencies:

• Strong organizational and multitasking abilities.
• Knowledge of administrative, fiscal, and HR processes.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and leadership skills.
• High level of discretion and confidentiality.

Work Environment & Physical Requirements:

• Work performed in a professional office setting with multiple locations.
• Ability to sit, stand, bend, lift (up to 20 lbs), and navigate stairs as needed.
• Ability to manage a fast-paced, public-facing environment with frequent interruptions.
• Must comply with OSHA, HIPAA, and all organizational policies and procedures.
• Use of standard office equipment (computer, phone systems, copier, etc.).

Additional Expectations:

• Maintain professionalism and sound judgment in all duties.
• Attend all required trainings and meetings.
• Demonstrate flexibility with schedule, including evenings, weekends, or location changes as needed.
• Perform additional duties as assigned to support program success.

Why Join Us:

• Be part of a mission-driven organization supporting community-based services.
• Collaborative team environment with growth opportunities.
• Opportunity to make a meaningful impact in program operations and service delivery.

About Company:

Apis Services, Inc. (a wholly owned subsidiary of Inperium, Inc.) provides a progressive platform for delivering Shared Services to Inperium and its Constellation of affiliate companies. Allowing these entities to advance their mission and vision. By exploring geographical program expansion and focusing on quality outcome measures to create cost savings that result in reinvestment into the organizations stakeholders through capacity creation and employee compensation betterment. 

Apis Services, Inc. and affiliate’s provide equal employment opportunities for all employees and applicants for employment in compliance with all federal and all applicable state and local laws and regulations, including nondiscrimination in hiring and employment. All employment decisions are made without regard to race, color, religion, gender, national origin, ancestry, age, sexual orientation, gender identity and expression, disability, genetic information, marital status, pregnancy/childbirth, veteran status or any other basis protected by law. This policy of non-discrimination and equal employment opportunities extends to every phase and aspect of hiring and employment.