OFFICE MANAGER

Job Details

Description

Title of Position : Office Manager

Location : CONREP FCTP

Exempt / Non-Exempt : Non-Exempt

Union / Non-Union :   Non-Union

Supervisor : Office and Administrative Support Supervisor

Gateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.

SUMMARY OF POSITION

The Office Manager is responsibilities for answering and directing telephone calls for CONREP Administration and FCTP; monitoring and assisting clients and visitors at the front window; expediting various office operations such as typing, data entry, copying, and filing (including maintaining the archive files); requesting needed documents for files; managing interoffice mail and US mail; faxing, copying, mailing, and tracking of court reports; copying, distributing, and filing court minute orders; notifying clients of doctor’s appointments and / or changes and cancellations; calling clients for UA participation; communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions. The Office Manager is responsible for the Life Support process and will work closely with the Business and Finance Offices. The Office Manager is a member of the FCTP Safety Management Team. The Office Manager works closely with the FCTP clinical team, the CONREP Administration clinical team, and the FCTP and CONREP Administration administrative staff. During AWOLs, rehospitalizations, and other client crisis, the Office Manager also works closely with the state hospital staff and assists with client transfers and support documentation. The Office Manager works closely with the FCTP Program Director and the CONREP Director of Evaluations to ensure smooth operation of all processes and assists with any other project indicated by supervisors, as needed. Must maintain a clear criminal record for continued employment eligibility.

ESSENTIALS DUTIES

• Performs daily office operations including switchboard / telephone communications, signing clients and visitors in / out of facility, validating parking passes, typing, copying, filing, etc.
• Operates and understands minor maintenance procedures for office machines.
• Maintains working knowledge of relevant and current computer software.
• Manages the notification of computer problems, facility maintenance concerns, and supply needs. Monitors the completion of repairs and delivery of all supplies. Coordinates with Administrative Assistant as needed.
• Organizes and maintains supply of program forms.
• On a scheduled basis, delivers all outgoing and interoffice mail to the hospital and / or picks up all incoming and interoffice mail from the hospital. Sorts and distributes mail to staff and clients.
• Communicating with Engineering and Housekeeping regarding facility needs;
• Scheduling monthly UAs
• Ensures the smooth operation of administrative functions within the program, including client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies.
• Communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions.
• Act as Safety Officer
• Notifying clients of doctor’s appointments and / or changes and cancellations

ESSENTIAL SKILLS

Qualifications

EDUCATION & CERTIFICATES

EXPERIENCE / QUALIFICATIONS

REQUIREMENTS