Divisional Office Manager

Safy Montgomery , AL 36101

Posted 4 weeks ago

Join the SAFY Family

Do you have a passion to serve families and youth right where they are?

Does seeing transformation in the lives of family and children motivate you?

We are seeking a mission focused professional to serve as a full time Divisional Office Manager responsible for taking care of the administrative functions for our SAFY of?Montgomery, Alabama divisional office.

As the Divisional Office Manager, you would:

Customer Service:

  • Unlock entrance doors and remove phone from night ring to open office. At the end of the day, lock entrance and turn phone to night ring to close the office.

  • Greet visitors and answer calls on multi line phone system.

  • Responsible for processing incoming and outgoing divisional mail.

  • Serve as a liaison between the divisional office and the Service Center.

  • Use resolution skills to demonstrate effective problem solving. Maintain confidentiality regarding all interactions.

Data Entry:

  • Enter new and discharged clients in database and maintain updates to changes in programs

  • Daily input of the Family Preservation Program (FPP)

  • Verification of FPP reimbursements

  • Track and maintain date sensitive documents such as: training activities, staff roster, etc.

  • File compliance duties

Other:

  • Oversee and/or implement the creation and maintenance of files from opening to closure. Purge records as required by agency policy.

  • Process background checks (i.e. employees, volunteers, interns)

  • Develop and implement plan for scanning all appropriate records.

  • Update and maintain all manuals, meeting minutes, state rules documents, etc. Distribute to staff or appropriate parties as required.

  • Assist in preparation for audits, such as maintain files, review of documents, etc.

  • Oversee office janitorial services and ensure the office is always clean.

  • Order and maintain supply inventory.

  • Maintain and update files.

  • Establish and maintain a positive working relationship with all levels of SAFY staff by participating in joint meetings, and problem identification and resolution.

  • Attend relevant in-house and external seminars, trainings, conferences and workshops to develop and enhance knowledge in the designated area as well.

  • Attends required meetings within division, region, and central office (team and/or community partners).

  • Meets regularly with supervisor to discuss issues and performance.

  • Sensitive and responsive to the cultural differences of staff, SAFY clients, referral sources and the public.

  • Maintain accurate records of receipt logs and send to AP.

  • Upload reports and other documents into DCBS website.

  • Other duties as assigned by supervisor.

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