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Office Manager

4 months ago

Del Valle, United States Gateway Foundation Inc Full time

Are you looking to find personal and professional fulfillment, and align your career with your values?

At Gateway Foundation, our employees have an opportunity to make a difference every day by helping people with substance abuse issues gain control of their lives.

Gateway Foundation is a recognized non-profit leader in evidence-based treatment proven to get results. Our experts in Addiction Medicine—including highly educated clinical and medical professionals and expert psychiatrists and nurses—deliver care that never stops. Throughout Gateway’s proud history of helping others, dedicated and professional employees have been vital to accomplishing our life-saving mission. Read more about the incredible recognition that we received

If you are a collaborative professional who shares our commitment to helping people with substance abuse and mental health issues turn their lives around - Gateway Is The Place For You

**JOB SUMMARY**

Under limited supervision, maintains office services at assigned facility by organizing its operations and developing and implementing office procedures and systems; preparing and coordinating correspondence; processing data entry of billing information; organizing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions of assigned administrative support staff.

**ESSENTIAL JOB RESPONSIBILITIES**
- Compiles data and information and generates reports from electronic health records, population management systems, and other adjunct databases:

- Completes summary calculations and analyses
- Prepares reports for use by managers to monitor and evaluate facility’s finances, operations, and contract compliance
- Researches unusual data results or occurrences and prepares explanations or justifications
- Processes various forms and records related to client admission, rotations and discharge
- Prepares regular reports and counts related to client census and services provided
- Assists senior staff with preparing budget recommendations. Generates revenue and expenditure, census and service delivery statistical reports. Compiles data and prepares reports to monitor and evaluate site operations, finances, and contract compliance. Tracks budget allocations and expenditures, collects and maintains office expenditure records and receipts, and initiates corrective actions to control budget variances.
- Initiates, coordinates, and monitors office supplies and purchases within identified budget to maintain office and kitchen supplies and ensure the office is presentable and functional.
- Performs personnel administration for the facility which includes maintaining personnel files and training records, collecting and processing time sheets, preparing employment offers and processing new hires, and responding to questions concerning payroll and benefits policies and procedures to ensure personnel actions are in compliance with federal, state and central offices rules and regulations.
- Serves as administrative liaison between assigned facility, other facilities, central office and contracting agency, by gathering and exchanging information related to operational, budget, payroll, and personnel issues or procedures.
- Maintains office records and filing systems. Cleans databases, verifies files and information are accurate, up to date, and complete. Updates and disseminates information concerning office procedures, updated policies, and personnel administration changes.
- Performs administrative duties, such as maintaining policy and procedure manuals, posting and balancing petty cash and postage expenditures, enforcing office equipment maintenance and service contracts, obtaining security clearances for staff and visitors, and coordinating travel and meeting arrangements.
- Performs office and secretarial duties such as composing and typing correspondence and documents, photocopying and assembling documents, answering telephones, filing, and data entry.

**EDUCATION AND EXPERIENCE**

Education / experience / certifications / licensure must meet contractual requirements
- High School Diploma
- Two (2) years related work experience. Progressively more responsible related work experience and experience with Excel, Access, Word and other Microsoft software preferred
- Valid local driver’s license

**KNOWLEDGE, SKILLS AND ABILITIES**
- Basic knowledge of office systems, procedures, equipment
- Strong computer skills to generate reports and prepare documents
- Basic communication skills to exchange information and interact with a diverse group of external and internal contacts
- Basic analytical skills necessary to compile and analyze data and information for various reports and statements, read and interpret policies and instructions and investigate and resolve operational and administrative problems
- Ability to delegate and follow-up on the work of others

**PHYSICAL REQUIREMENTS**
- Ability to respond to telephone inquiries
- Ability to co