Job: Assistant Office Manager

Title: Assistant Office Manager
Salary: Salary/Exempt
Reports To:      Office Manager
Job Information:

Mission:

To assure the agency is operating efficiently at all administrative levels; and to ensure that the agency protects 

and affirms the rights of the individuals served by creating a working climate that is staff supportive using the tenants of the Teaching-Family Model (TFM) of care.

Responsibilities:

  • Assures that files for admin and client functions are in order per their caseload. Provides leadership in the organizing of the  paper work of the agency as directed.
  • Work cooperatively with all departments, staff, and individuals served communicating accurate information to others in a timely, professional and courteous manner.
  • Works cooperatively to assure that the PO, Client Financials, and Escrow Account petty cash systems are implemented timely and per policy per her caseload
  • Works cooperatively with other staff and Office Mgr. to assure that the time keeping system and payroll functions for all staff are accurate and in order as needed.
  • Helps coordinates various agency and administrative staff activities/ parties.
  • Handles all agency/outside agency travel reservations as well as lodging and air fare if needed. 
  • Writes escrow checks when needed for individuals and any operating acct checks when needed. 
  • Help keep second floor neat and clean and workroom free of debris and clutter on counters.  
  • Behavior exhibits professional attitude, demeanor, and interpersonal skills required by position and company.
  • Maintains current certificate of insurance for all vendors used by TFS as directed or required.
  • Will operate as back up to the front desk when needed
  • Responsible for Clinic appointment scheduling. 
  • Handles aspects of Social Security, including deposits, correspondence and speaking directly to a Social Security representative when needed. 
  • Maintain and order clinic supplies
  • Other duties as assigned.

Position Qualifications:

  • Previous experience in an administrative role.
  • Some college preferred
  • Knowledge of computers with extensive amounts of word processing and data entry are required
  • Some accounting and payroll experience and/or knowledge
  • Ability to recognize natural teaching opportunities and act upon them
  • Ability to work autonomously
  • Flexibility in assigned working hours
  • Ability to communicate through verbal and written mediums
  • Ability to observe, ask questions, listen actively, and give and accept feedback effectively
  • A high energy level, adaptability, assertiveness patience and ability to work in a team environment
  • Time management and follow-up skills with ability to plan, organize and prioritize a large workload; and handle several tasks simultaneously

Physical Demands:

  • Ability to sit for long periods of time
  • Ability to speak and communicate effectively with others through verbal and written mediums.  May include the use of assisting devices to compensate

Mental Demands:

  • Organize and compile information from external and internal sources
  • Communicate effectively with both external and internal customers and staff

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