Office Manager

About The Village: The Village was one of the first agencies in the country to provide homes for neglected children. Today, we continue to achieve our mission “to build a community of strong, healthy families who protect and nurture children” by providing a full range of behavioral health, early childhood and youth development, substance use treatment and support services for children, adults and families in the Greater Hartford, Connecticut region.

Named a Connecticut Top Workplace for six consecutive years with national distinction for workplace culture and diversity, equity and inclusion practices, you can be sure you're joining an organization that's just as committed to your success as we are to those we serve.

Hourly Rate of Pay: $20.68

JOB SUMMARY

The Office Manager coordinates all office functions that support client services with a focus on excellent internal and external customer service. This position ensures a safe and welcoming office and treatment environment for all clients, families, staff and visitors. The Office Manager works with program staff to support program utilization, accurate and timely documentation, and administrative oversight of daily functioning.

KEY RESPONSIBILITIES

• Provides quality customer service and administrative support to various programs.
• Greets and signs-in clients, families, and other visitors to program sites.
• Audits client records to ensure documentation meets agency and contractual standards.
• Prepares reports timely, to assist program leadership in maintaining compliance with documentation and required reporting.
• Ensures proper upkeep of physical site(s) as well select program vehicles if applicable; reports any concerns or maintenance needs to program leadership.
• Collaborates with program leadership to oversee compliance.
• Performs administrative duties, including but not limited to word processing, maintaining spreadsheets, data entry and filing.
• Responsible for answering phones, general correspondence via email or other means, incoming/outgoing mail.
• Attends all trainings needed to meet the requirements of the position.
• Assists in completing reports and running reports in the electronic health record (EHR) for program managers.
• Provides administrative oversight of daily operation of the program.

EDUCATION

• Associates degree or higher, in related field preferred; High School Diploma or equivalent required

EXPERIENCE

• Three to four years' experience in clerical support in a community, family or justice involved setting.
• Bicultural, Bilingual skills desirable.
• Proficient with word processing and spreadsheet applications. Possess solid general computer skills, including ability to work in a Windows environment. Familiarity with specific applications used by The Village a plus.
• Excellent telephone and verbal communication skills; Sound knowledge of office/telephone etiquette and customer service principles and practices.
• General office skills including filing, organizing and scheduling.
• The ability to be flexible, work as a member of a team and work autonomously.
• Good interpersonal, organizational, verbal and written communication skills.
• Ability to handle stress and monitor youth in waiting areas.
• Comfortable working with diverse populations.
• Must be detail oriented with ability to multi-task and complete large volume of work.
• Ability to comprehend and interpret basic customer information.
• Sound judgment and ability to adapt to change and meet demands of the work environment.
• Must be able to work in a team environment and contribute to building team spirit.
• Maintain confidentiality of information.
• Ability and willingness to train in new applications; Familiarity with CareLogic application a plus.
• Some knowledge of federal HIPAA laws.
• Must be able to travel between Village sites.
• Must be willing and able to work flexible schedule, evening hours may be required.

Job Benefits:

As a Village employee, you should feel confident that your health and well-being is one of our highest priorities.

The Village offers a comprehensive flexible benefits package designed to aid in the health and well-being of our employees and their dependents.

Benefits Paid Time Off, Health Insurance, Additional Benefits The Village

From: The Village For Families & Children