Office Manager

Capabilities Partnership, Inc. dba

Epilepsy Society of Southern New York

Job Description

Job Title: Office Manager

Department: AdministrationDepartment

Date: May 2024

Status: Over-time Eligible

Job Overview:

This is an in-person service position, meaning that you are always providing a service to a consumer or to another customer such as a co-worker. All services must be rendered in a way that positively spreads our Agency’s (CPI) reputation for excellence. Primary role is to provide administrative support to the Agency. This support includes but is not limited to all office administration functions (phones, mailings, typing, filing, etc.) and maintenance (office supplies, office machines, maintaining public areas of office, etc).

Essential Functions:

1) Support the Agency in one of its most important functions: providing information and referral services to people with epilepsy and other disabilities. This support is provided by;

· Answering all phone calls promptly and courteously, taking accurate messages and ensuring all calls are directed to an appropriate person. Record intakes in database

· Accurately handling of all mail, both incoming and outgoing as well as working on Agency mailings of flyers, newsletters, etc.

· Signs for incoming packages, assists clients and other office visitors

· Maintaining database of basic consumer information

· Managing closed files and archived files both paper and electronic

2) Support the Agency with administrative tasks, including but not limited to:

· creating flyers, business cards, etc.

· fling, copying, faxing and typing for staff as needed

· providing printing support as needed

· troubleshooting office problems with building management

· ordering/maintaining adequate office supplies

· maintaining all office machines, including fax, copiers, phones, computers, etc. (some manual lifting/moving may be required)

· Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand

· keeping track of staff’s schedules

· Drafts and edits letters, reports, and other necessary documentation

· Keeping an up-to-date and current database of Agency consumers

· shopping for the Agency as needed

· Ensures that deadlines are met and adapts to changing priorities

· Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout

· Billing and Data entry

3) Responsible for the smooth running of the entire Agency (including our satellite office in Orange County) from an administrative perspective

4) Assist with fundraising events/consumer day trips and attend these events as needed. This will include assisting in organizing events, holding coordination meetings, coordinating services such as catering, working on mailings, following up on details, etc.

5) Maintain the public areas of the Agency’s offices. Insure that the Agency’s common areas are neat and inviting. Decorate for the holidays as needed.

6) Develop and maintain cooperative, professional working relationships with all CPI staff and all other others associated with the Agency. Treat all with courtesy, respect and professionalism and work cooperatively and constructively in resolving issues or problems.

7) Protect Agency and consumer confidentiality and ensure consumers’ rights. Comply with all laws of consumer confidentiality including but not limited to HIPAA. Constantly apply the minimum necessary rule in all use and disclosure of protected health information. Have access to, and the duty to protect, the complete consumer file as needed to support Agency staff as indicated in the “Job Classifications and Protected Health Information” section of the HIPAA Consumer Privacy Handbook.

8) Work on special projects as assigned. Be able to coordinate and follow through on all details needed to get the job completed.

9) Attend and participate in required meetings and trainings.

10) Maintain good attendance. Regular and reliable attendance is necessary in order to service consumers.

11) Perform other duties assigned by the supervisor or other administrative staff including cross-training opportunities.

Job Qualifications:

· Professional, pro-active assistant, ability to take on a project and ‘run with it’, i.e. minimal supervision

· Excellent written and verbal communication skills

· Excellent computer skills including MS Word, Excel, PowerPoint, ACCESS

· Registered Notary Public in New York State preferred

· Acute attention to detail, good organizational skills

· Must maintain the highest standard of discretion and confidentiality

· Good team player with hands-on orientation

· Experience handling multiple projects in an office environment

· Minimum of a two year degree or related experience

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 21 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Ability to Commute:

• Pearl River, NY 10965 (Preferred)

Ability to Relocate:

• Pearl River, NY 10965: Relocate before starting work (Preferred)

Work Location: In person