Office Manager

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Job Type

Full-time

Description

Innovative. Collaborative. Client-Focused. Growth-Minded. Caring.

These are 5 words used to describe Briljent and the Briljent culture. We are seeking an Office Manager with these same qualities to manage a program office.

Briljent is dedicated to hiring a diverse team of qualified people to serve our clients. We pledge to continue building a company culture where everyone is valued and accepted. Check out our Communication Creed and Non-Negotiable Items that help define the company culture. And asks us about Never Letting Donkeys In The Pool.

Position works on-site in Springfield, IL.

Must be eligible to work in the United States. No sponsorships are available currently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform duties as administrative assistant for Executive Director

• Provides excellent customer service to both external and internal customers

• Manages office reception, scheduling of meetings, and is responsible for oversight and supervision of all office support functions.

• Manages and coordinates all administrative activities and sets up calendar events for conference and staff meetings.

• Works with the Executive Director, Clinical Coordinator, Deputy Chiefs and Clinical Director (TDF) to ensure smooth operations and interactions between the office functions and the functions of all other Program staff.

• Ensures new hire orientation for all personnel is completed. Assists with setting up all training for employees and tracks outside training hours.

• Maintains current knowledge of policies and procedures, employee benefits, and required documentation/paperwork relating to human resources.

• In collaboration with the Executive Director, selects, interviews, and hires office personnel.

• Supervises, directs and evaluates the Administrative Assistant for appropriate, timely, efficient and accurate completion of their administrative responsibilities.

• Maintains regular and open communication with the Executive Director regarding the status of the office's administrative operations.

• Processes all billing and collections, including purchase requests, expenses reports, auditing of invoices for accuracy, and facilitating payment of invoices. Maintains records and documentation for all billing and collections. Maintains all other reports as directed by the Executive Director.

• Monitors and manages petty cash.

• Orders, stocks, and maintains sufficient supplies and equipment for the program offices and community-based staff.

• Creates and manages system for file storage and backup data and paper files.

• Will be an active participant in developing processes and implementing procedures to increase the quality of services of the program. This will include proper communication with supervisor and team members to promote a Culture of Quality.

• Performs other duties as assigned by the Executive Director.

Requirements

• High school diploma or Associate's degree.

• Experience in managing a front office is required.

• Understanding of accounts payable and receivable is required.

• Knowledge and understanding of practical computer applications such as Access, Word, Excel is required.

• Ability to solve billing/accounts payable problems, coordinate the needs of staff from a variety of locations, handle scheduling for routine and special meetings, and spearhead a variety of special projects from staff retreats to training activities.

• Must be exceptionally sensitive to the special population served by this program and the confidential information that may channel through the office.

• Must be able to maintain an excellent working relationship with the Program staff and clients as well as others who may work in conjunction with program staff in the delivery of service

What else does it take to be successful at Briljent?

1.Consultative Mindset

• Listen. Stay client-focused. Understand and prioritize the needs, goals, and concerns of clients. Customize solutions to meet specific requirements and expectations. Encourage open communication and collaboration.

2.Flexible

• Be open to change and adaptable to new situations, ideas, and approaches.

3.Learning Leader

• At Briljent, we seek new ideas, find creative ways to hone skills, and share lessons learned so we can continually bring our best to our clients. It's not always easy. Honestly, it's not always comfortable. But that's okay. We love a good challenge.

4.Impeccable Integrity

• Maintain a high level of integrity, honesty, and ethics in all interactions and decision-making. Do what's right, do what you say you're going to do, and do it all honestly.

If this sounds exciting and you have the qualifications plus something unique to add to the team, apply now!

Physical Requirements & Environmental Conditions: An employee must meet these physical demands to successfully perform the essential functions of this job. Employee is regularly required to talk or hear, sit, stand, and utilize technology tools such as a laptop computer for extended periods of time. Specific vision abilities include close vision and the ability to adjust focus. This position requires the ability to occasionally lift up to 20 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Briljent is a solutions-based company. Solutions come from creative ideas; ideas come from being creative with differences. Briljent believes diversity and inclusion are critical to the success of the company. Employment at Briljent is based on merit and professional qualifications. We do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, veteran status, marital status or any other basis protected by federal, state or local law, regulation or ordinance.