JCFS is looking to hire an experienced Office Manager for our Community Counseling Office loacted in Arlington Heights. This position is responsible for the coordination of all office services and related activities by implementing administrative systems, procedures and policies, and monitoring administrative projects.
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•Supervises administrative staff and serves as a backup when necessary.
•Oversee all client data base functions, ensuring accurate data entry and monthly closing procedures are met and completed timely.
•Must be able to problem solve and use critical thinking skills when analyzing client fee and aging reports.
•Provides information and answers questions and requests; represents the organization as required to other departments, agencies, organizations or outside professional and general communities.
•Process invoices for payment and coordinate approvals based on agency protocol
•Attend agency trainings and office manager meetings. Relaying this information to appropriate administrative staff, clinical staff and management team.
•Organizes and maintains inventory of supplies; places and expedites orders for supplies; verifies receipt of supplies.
•Coordinates and prepares reports, analyzes data, and identifies solutions to administrative problems.
•Working within established procedures, contacts appropriate sources to keep equipment fully operational.
•Following the internal building procedures established by the Landlord, takes the required actions to ensure that the space is maintained per the level of janitorial services provided for in the lease.
•Schedules and performs administrative projects.
•Evaluates office production, recommends revisions to procedures and/or forms to improve the efficiency of workflow.
•Oversees inter-office communications/courier services to ensure effective and proper functioning.
•Organizes and performs office activities/services such as typing, reception, duplicating, filing and message delivery.
•Provides assistance to the Director while ensuring an efficient and productive working environment for staff.
•May be assigned additional responsibilities.
JCFS offers an array of benefits including Medical, Dental, Vision, Pension, Flexible Spending Plans, Life Insurance, LTD, STD, and sick time and vacation time.
• HS Diploma or equivalent
• At least 2 years of experience managing an office including direct supervision of office support staff.
• Must be able to organize, prioritize, multi-task, and work in a fast paced environment while maintaining attention to detail
• Proficient in all Microsoft Office programs
• Strong verbal, written, and interpersonal skills