Office Manager

Description

About Us: Live the Life YOU Want to Live

LIFEPlan CCO NY, LLC. empowers people with intellectual and developmental disabilities, and their families to lead happy, healthy and meaningful lives through choice, inclusion and participation. LIFEPlan supports the members we serve to dream, plan and achieve their goals, and to Live the Life They Want to Live. In turn, we offer a competitive compensation package, generous benefits and paid-time off, comprehensive on-going training, promotion opportunities and a work culture that values commitment, excellence, work life balance, teamwork, respect and dignity to support our staff to live their best lives.

The Office Manager will provide support to the Regional Vice President (RVP), Associate Directors/Directors as well as other leadership staff located at the regional Hub. The Office Manager be responsible for the efficient operation of the regional Hub and or/regional offices. The Office Manager will be accountable for reception, correspondence, maintaining filing systems, generating reports, graphics and charts using Excel, Paycom, and other database systems, processing phone calls, scheduling meetings and travel arrangements, maintaining office and conference room calendars, planning and coordinating events, routing mail, requisitioning supplies, coordinating with vendors, and promoting positive communication throughout the office and region. The Office Manager will be accountable for maintaining the regional Hub and/or regional offices and will serve as a liaison with other LIFEPlan regions and the corporate office to ensure efficient communication. Special project support will also be required. 

• Office Management 

  • Directing any incoming calls from corporate phone line 
  • Maintains staff and visitors sign-in logs 
  • Ordering and keeping stock of office supplies 
  • Distributing supplies to each regional office 
  • Monitoring Printer/Copier functions  
  • Handling invoices for various vendors 
  • Ensuring proper cleanliness of hubs is maintained by cleaning professionals, maintains cleaning logs  

• Mailing 

  • Creating and supplying postage for regional Hub and/or offices 
  • Assisting care managers with mailing documents 
  • Gathering and scanning mail from regional Hub and/or offices 
  • Receiving incoming packages  
  • Doing mass mailings for regional teams 
  • Preparing and dropping off packages and certified mail 

• Care management support 

  • Assigning and maintaining fobs for Hub and/or regional offices  
  • Mailings requested by RVP and Associate Director/Director for regional Care Management team 
  • Assisting RVP and Associate Directors/Directors with various spreadsheets for region 
  • Sending out monthly contact list and managing regional organizational chart.  
  • Gathering documents/forms from Care Management team containing Protected Health Information (PHI) at regional Hub and/or offices and sending to Health Information Management (HIM) 
  • Assisting with completing requests for business cards, name badges, and other needed items 

• Facility Maintenance 

  • Be contact for any site issues during business hours: 
    • Heating issues 
    • Leaks 
    • Doors/locks 
    • Plumbing issues 
  • Purchasing needed and approved building items 
  • Managing shred bins through Confidata 
  • Handling water orders and drop offs  
  • Maintaining and purchasing kitchen/snack area supplies  

• Information Technology (IT) Technology Disbursement and Management 

  • Gathering former employees’ technology equipment from RVP, Associate Directors/Directors and mailing to Information Technology (IT) Department  
  • Managing equipment Cache at regional Hub and/or offices  
  • Assisting employees in receiving technology from the regional Hub and/or offices  
  • Being at regional Hub and/or offices for IT equipment deliveries 
  • Assisting IT with troubleshooting internet issues for the regional Hub and/or offices  

• Planning Events  
  • Organizing caterers 
  • Purchasing needed materials 

• Covid 19  
  • Managing and distributing sign in sheets 
  • Handling cleaning log and ensuring weekly cleaning quotas are being met 
  • Keeping inventory and allocating masks, hand sanitizer, wipes, and antibacterial spray to all  

• Serve as a liaison with other regional Office Managers and LIFEPlan administrative staff to ensure effective communication, and policy operationalization and a unified approach with respect to business administration, IT, HR, etc. across geographies. 
• Maintain computer and manual filing systems.  
• Assist with special projects as required.  
• Must manage sensitive information in a confidential manner. 

Qualifications

A. Education: 

• Associates Degree preferred.   
• High School Diploma with 3 years’ experience is required. 

B. Experience: 

• A minimum of three (3) years of demonstrated, job-related experience, preferably in an OPWDD or DOH environment. 
• A minimum of intermediate computer skills (Windows, Office 365, Word, Excel, PowerPoint) 
• Working knowledge of office equipment; printers, fax machines, etc. 
• Capable of learning new databases, running reports, and assisting with webinar set-up. 
• Flexibility, and the ability to manage multiple tasks and priorities is required. 
• Must have solid judgement, and the ability to model professional office behavior. 
• Demonstrated ability to plan and coordinate administrative projects; including events and webinars. 
• Excellent written and verbal communication skills. 
• Detail-oriented, well-organized and able to work independently in a fast-paced environment. 
• Must be capable of working collegially with a diverse group of stakeholders. 
• Must be able to travel occasionally to other offices throughout the region as assigned. 

Location: Mount Kisco 

Salary: $23.95 - $ 24.50

Salary : $24 - $25