Office Manager

The Office Manager supports Olalla Center’s mission of creating a safe and welcoming environment for clients, employees and the community. Olalla Center celebrates and honors the uniqueness and diversity of all individuals. We promote health equity and inclusivity in all services, outreach activities and programs.

TITLE: Office Manager

REPORTS TO: Executive Director

STATUS: Hourly

SCHEDULE: Full Time - Monday through Friday

LOCATION: On Site at Olalla Center (Toledo, Oregon)

SALARY RANGE: $20.00 - $25.00 per hour starting range depending on experience. Reviewed after a 90 calendar day trial period.

BENEFITS:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Discretionary Paid Time Off (200 Hours Per Year - Holidays included in PTO)
• Sick Leave (40 Hours Per Year)
• Short Term & Long Term Disability

KEY AREAS OF RESPONSIBILITY

OFFICE MANAGEMENT

• Ensure competent, professional support services are being provided to the leadership and staff at Olalla Center, as well as our clients, our Board, and our community partners as a representative of Olalla Center.
• Compliance with all applicable Olalla Center rules, policies, processes and procedures,as well as any state, or federal rules, laws or mandates that we operate under such as OSHA, HIPAA compliance, and general business best practices.
• Attend weekly check-in meetings (via Zoom or Microsoft Teams if needed).
• Manage company calendar to include adding absences, events, birthdays, work anniversaries, annual reviews and other key deadlines.
• When contacted by members of the community, represent Olalla Center by providing answers about our programs to offer awareness and encourage engagement with Olalla Center programs and services.
• Support Olalla Center Leadership and staff with open and responsive communication and timely completion of tasks.
• Enforce safe-space guidelines consistent with organizational goals/mission both virtually and in-person and use preferred pronouns in daily interactions with others.
• Perform related and delegated tasks to assist and support Olalla Center programs and services to meet the goals and objectives of the organization.
• Create, organize and maintain confidential organizational, medical, personnel, insurance and accounting/payroll files, including HIPPA protected treatment reviews, doctor consultations, treatment plans, treatment plan signatures, and assessments by all required parties in addition to credentialing or licensing documents for clinicians.
• Oversee proper record keeping and reporting, including activities and events conducted, breakdowns of daily participation figures, notable achievements, and any problems/issues
• Assist in data entry/management of participant database and other data collection methods
• Participate in special events including staff, community events, and fundraisers, etc.
• Attend training as required or needed.
• Manage Administrative staff and delegate duties as appropriate to Administrative, and coordinate or redirect incoming duties as needed. Provide phone and administrative coverage during absences of Administrative staff.

ACCOUNTS PAYABLE/RECEIVABLE/MEDICAL BILLING/INVOICING

• Work collaboratively with clinicians on calendaring and preparing documentation for permits, credentialing, insurance and other matters critical to operational requirements.
• Maintain proper accounting records and work with the Audit Team to prepare for and provide documentation for audits and implement changes or best practices recommended by auditors. Audit experience is a plus.
• Work collaboratively with the Executive Director to develop a yearly budget with input from others as needed.

COMPETENCIES/ABILITIES

• Excellent communication and interpersonal skills with people at all levels and in all settings relevant to the missions of the Olalla Center organization.
• Exceptional attention to detail and organizational skills; ability to multi-task with confidence and under multiple deadlines.
• Ability to work independently at times as part of a highly collaborative, professional team; some of which work remotely or on site.
• Understand, value, and respect diversity in all forms, including diversity and work collaboratively and respectfully with Olalla Center’s diverse volunteers, staff, community leaders, organizations, and donors.
• Demonstrate professionalism, good judgment, and maintain confidentiality when necessary.
• Must be able to obtain and maintain CPR & First Aid certifications.
• Must be able to meet requirements to pass a Criminal Background Check and receive and maintain a Fingerprint Clearance Card.
• Competency in computer applications: Google Docs, Google Sheets, Google Slides, Google Drive, Gmail, Adobe Acrobat Pro DC, Zoom, Microsoft Office Suite, to include strong Excel, Word and Powerpoint skills a plus.
• Familiarity with PayPal, Square, Venmo and similar payment interfaces is a plus.
• Quickbooks accounting software and payroll processing experience is a plus.
• A working understanding of Simple Practice or other forms of medical billing software is a plus. Medical billing experience is highly desired.

QUALIFICATIONS & EXPERIENCE

• Associate’s degree in Business, Accounting, Human Resources or similar field with 2 years of relevant experience; Bachelor’s Degree and additional experience is preferred.
• Experience working or volunteering with vulnerable populations, in the human services sector or nonprofit focused organization. Grant accounting experience is highly preferred.

• Certified Professional Biller (AAPC), Certified Professional Coder (AAPC), or Certified Coding Specialist (AHIMA) highly desirable.

• Excellent organizational, time management skills in addition to superb phone, verbal and written communication skills.

INSTRUCTIONS – HOW TO APPLY

A complete application contains all of the following items:

• A comprehensive resume
• Olalla Center employment application (found at www.olallacenter.org/employment-opportunities)

Please email these items to jobs@olallacenter.orgwith “Office Manager” in the subject line.

DEADLINE

Open until filled. Applications will be reviewed and interviews scheduled as applications are received. Don’t miss out! Apply today.

Olalla Center greatly values experience and acknowledges that not everyone has had equitable access to educational and/or professional opportunities. Even if you do not feel you meet each and every criteria, please apply! You might be just the person we are looking for. Applications will not be accepted through any other means. Incomplete applications will not be considered.

What We Ask of All Candidates:

• The ability to relate respectfully with people of diverse backgrounds and ages, and to utilize equitable practices.
• Ability to work both independently and collaboratively with others, including team members, staff, volunteers, board, and community partners.
• Strength in fostering a positive, inclusive, and collaborative work culture that attracts, retains, and motivates a diverse staff.
• Current valid driver’s license.
• Ability to lift up to 30 pounds when supporting office or facilities tasks unless reasonable accommodation is required.
• Successfully pass a criminal background check.

Olalla Center is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We fully embrace mutual respect, civility, inclusivity, equality, and diversity in the workplace and beyond.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Toledo, OR 97391: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $20 - $25