Office Manager at Chicanos Por La Causa – Mesa, Arizona
Explore Related Opportunities
About This Position
ABOUT ESPERANZA
Esperanza offers specialized services for Serious Mental Illness (SMI) populations focusing on case management and psychiatric services. SMI Case Managers meet clients where they are most comfortable and able to receive services, in office or in the community.
OBJECTIVE AND POSITION SUMMARY
The Office Manager is responsible for leadership and oversight of facility operations at CPLC’s Centro Esperanza SMI outpatient program, in partnership with the Clinical Director. Supervises clinic site activities and evaluation activities, and coordinates/facilitates training as assigned. Works as a member of the leadership team. Serves as community liaison and Centro Esperanza representative as assigned.
The primary duty of the Office Manager is the management and oversight of facility operations, professional staff, and programmatic outcomes. This position customarily and regularly exercises independent judgment and discretion in matters of clinical leadership, staffing, compliance, budgeting, and program development. Any direct clinical services provided are incidental to the primary management and leadership responsibilities of the role.
SUPERVISORY RESPONSIBILITIES
- Directs day-to-day facility operations of adult SMI Services at the Centro Esperanza outpatient behavioral health program.
- Has authority to recommend and influence hiring, promotion, discipline, and termination decisions, with such recommendations given weight.
- Exercises ongoing authority over staffing levels, work assignments, and scheduling in alignment with program needs.
- Holds accountability for program outcomes, and compliance performance.
- Oversee and evaluate the work of administrative staff through independent judgment, not solely by applying prescribed standards.
PRIMARY DUTIES AND ESSENTIAL FUNCTIONS
- Supervises and evaluates administrative support staff.
- Establishing work priorities including delegating, coordinating workflow and work schedules and, where necessary, checking for accuracy and completeness.
- Recruit and select office staff.
- Maintaining regular and scheduled supervision sessions with the administrative personnel for the purpose of reviewing work priorities, assessing workload, assessing the quality of written and typed reports and correspondence, identifying areas of training for skill development or professional development, establishing goals and objectives.
- Carrying out human resources activities that include managing administrative support staff recruitment, providing orientation and training to staff, regularly appraising employee performance, identifying training needs and developing ways to address these in order to enhance professional growth and/or manage work performance issues
- Reviewing and acting on disciplinary matters according to the terms of the collective agreement, in consultation with the Clinical Director or designee.
- Monitoring time management and hours of work.
- Interpreting, explaining and implementing new office policies and procedures.
- Acting as a resource person for support staff dealing with difficult issues, such as problematic clients at reception, demanding/aggressive phone calls from the public, etc.
- Ensuring the Clinical Director or designated leader is informed of emerging problems, unusual circumstances, and participates in developing the plan of action.
- In liaison with the Clinical Director or designee, maintains the effective flow of work between the clinical and clerical staff and develops work guidelines as necessary.
Maintain office records
-
- Define procedures for record retention.
- Ensure protection and security of files and records.
- Ensure personnel files are up-to-date and secure.
Provide administrative support and health records management.
- Maintain and replenish inventory.
- Anticipate limited supplies.
- Responsible for managing petty cash, which includes reconciling petty cash transactions for client expenditures and office expenditures, completing and processing replenishment forms, completing regular audits.
- Coordinating coverage in the absence of the admin staff (which includes such duties as: Intake procedure, Request for Release of Information, filing of client records, etc.).
- Monitoring and ordering office stock supplies as approved by the Clinical Director or designated leader.
- Provide coverage at reception by answering phone lines, forwarding calls to the appropriate staff or voicemail, taking accurate messages, greeting people as they arrive for appointments and notifying staff of the client's arrival.
- Participating in committees as required.
- Maintaining inventory of office supplies and equipment, communications equipment (ie: cell phones, laptops, computer equipment; office furniture).
- Perform other duties as assigned.
SPECIALIZATIONS
- Strong understanding of administrative functions.
- Strong understanding of behavioral health services continuum of care.
- Must demonstrate awareness and sensitivity to cultural issues and community practices of low income and at-risk families, including dual language speakers.
- Must have demonstrated skills and abilities in a management capacity relevant to SMI behavioral health services.
MINIMUM QUALIFICATIONS AND COMPETENCIES
- At least two years of supervisory experience in the community social services sector is preferred.
- Proven competencies in software applications and programs, particularly Microsoft Office Professional including Excel, Word, Publisher, Power Point, Access, and Outlook.
- Excellent word processing, database and file management skills.
- Must provide clean Criminal Record Check.
- Excellent client service skills and superior telephone manners. Excellent interpersonal skills, helpful friendly attitude.
- Must possess personal tact, discretion and good judgment. Excellent written and verbal communication skills.
- Ability to prioritize assignments and workload within limited timeframes; ability to handle a demanding workload with limited direct supervision.
- Good working knowledge of office equipment and procedures including computers, photocopiers, printers, fax machines, mailing equipment; telephone systems, filing systems, etc.
- Experience working within a volunteer and/or non-profit organization (desirable).
BENEFITS
We recognize that our success is driven by great talent, and that's why we provide a comprehensive and competitive suite of benefits:
- Generous Paid Holiday
- Employee Recognition Program
- Paid Time Off & Paid Sick Days
- Free Preventative Services & Wellness Rewards
- Medical, Dental, and Vision for Spouse/Domestic Partner & Children to age 26
- Health Savings Account & Flexible Spending Account
- Life + Disability options
- Employee Assistance Program
- Telemedicine & Concierge Services
- 401(k) Retirement Plan
- Pet Care, Life Mart Purchase Discounts
- Tuition Reimbursement for qualifying degrees
- MIleage and cell phone reimbursement for qualifying roles
- Identity Theft Protection& Voluntary Benefits
Chicanos Por La Causa, Inc. is an Equal Opportunity Employer.
CPLC knows it takes variety of thought, culture, background, and perspective to create a truly impactful workforce. As CPLC grows, we are seeking talented employees with varying backgrounds, cultures, perspectives, and experiences to support our innovation and creativity. CPLC commits to a continued focus on fair and just hiring, training, promotional practices, and policies. We work for real change and progress in equal opportunity recruitment, hiring, and advancement. Learn more by visiting https://www.eeoc.gov/poster
California Residents: Chicanos Por La Causa, Inc and its subsidiaries will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. Find out more about the Fair Chance Act by visiting the Civil Right’s Department Fair Chance Act webpage.