Assistant Office Manager

POSITION:  OFFICE MANAGER

DIRECT SUPERVISOR:  Vice President, Administrative Services

Minimum Requirements: 

1. 1. High School Degree with a minimum of ten years’ experience OR Bachelor’s Degree and two years of experience as administrative assistant.

• Possess a minimum of five years’ experience at The Hume Center.

1. 1. Knowledge and Experience in office administrative functions.

• Demonstrate flexibility to handle organizational needs.

• Work full time, five days a week, Monday thru Friday, and be present at the Hume Center

• Must be willing to work some evenings as needed.

• Demonstrate knowledge for representation of The Hume Center.

1. Possess a valid California Driver’s license. Must be willing to use own vehicle and valid car insurance for work related travel.
2. Be willing to use own cell phone to be accessible and available to receive calls in emergency situations with supervisors and relevant colleagues 
3. Proficiency in Microsoft Word, Excel, Google apps (i.e., Google Calendar, Docs, Drive), and Electronic Health Records

PERSONAL ATTRIBUTES:

1. Operates as a “team player” focusing on the benefit of the organization
2. Shows initiative in identifying areas of improvement and where they can be helpful
3. Demonstrates creativity, flexibility, openness, and strong professionalism
4. Strong organizational and effective interpersonal skills
5. Ability to maintain confidentiality
6. Excellent verbal and written skills
7. Works well independently and is detail oriented
8. Works collaboratively with other agency staff
9. Excellent organizational and time management skills

DESCRIPTION OF JOB RESPONSIBILITES AND DUTIES:

Provides overall management of the Hume Center’s Main Office. Ensuring of compliance with updated regulations for all business practice regulations, participate in development/implementation of policies and procedures and actively following relevant updates and policies as it relates to Office Operations.  To be able to carry out the following administrative responsibilities. Assuring the smooth running of the day to day running of the main office according to the highest level of care, ethical and professional standards, as well as maintain compliance of contract expectations and regulations.

Ensure the offices are opened by designated business hours each morning.
Provide a positive and safe working environment across all designate site (s).

Ensure compliance of the highest professional, legal and ethical mandates related to business practices.
Manages the implementation of office procedures to ensure the Center is compliant.

Ensure filing of business and clinical program charts are filed utilizing an adequate professional protocol.

1. Making sure the relevant business inspection, such as site certifications, fire inspections, are completed when due.
2. Making sure business license are current for all offices.
3. Coordinate closed files and open file systems to meet site program needs.
4. Coordination of office and conference room assignments and setup, and coordinate other relevant space needs for events as it pertains to main office needs in collaboration with administrative team.
5. Responsible of overseeing and controlling/distribution of all office supplies/expenses.
6. Oversee mail distribution.
7. Oversees the requests for information/records
8. Handle emergency situations such as earthquakes, electrical outages, fire, etc.
9. Run errands as necessary.
10. Provide office support when needed such as answering phones covering the front desk operations.
11. Be willing to substitute in providing admin staff support at other Hume Center offices as needed.
12. Maintaining accounting records for consumer and program expenditure. 
13. Training and coordinating communication between the team and consumers. 
14. Provides general information regarding the services The Hume Center provides, answers routine inquiries. 
15. Greet any outside individual (s) who comes for an appointment and obtain a signed visitors form
16. Organizes reception and maintains cleanliness of the waiting room area, kitchen, restroom and any common work area. 
17. Provide a positive and safe working environment. 
18. Assist, as needed, in office relocation, moves, etc. 
19. Setup and take down, cleanup of meeting rooms. 
20. Participate in the ordering, maintaining, and distributing all office supplies/expenses.
21. Handle staff lunch order according to procedure. 
22. Ensure health and safety supplies (i.e. hand sanitizer, facial tissue, masks) are provided to all staff as needed. Including, regularly disinfecting high traffic areas.
23. Ensure the smooth functioning or office equipment by routine checks, request service, as needed and timely follow-up. 
24. Coordinate any office property management needs.
25. Making sure the office environment is safe. Develop and update main office agency forms/ procedures in collaboration with administrative department head, as it relates to office operations.
26. Maintain all document versions of all main office forms and procedure manuals by employing an effective document control system.

OTHER:

1. Meet with the Supervisor on a weekly basis for individual supervision.
2. Demonstrate an understanding of The Hume Center’s Philosophy, Organizational Culture, and Organizational Channels of Communication through practicing an enabling model of working together. 
3. Attend other required meetings
4. Fulfill any additional duties specified by Supervisor (Department Head) and/or President/CEO