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Office Administration Manager

2 months ago

Buffalo, New York, United States Child & Family Services of Erie County Full time
Job Overview

Position Summary:

The Administrative Operations Supervisor is responsible for overseeing and executing administrative support functions for the Family Preservation and Foster Care initiatives. This role ensures the efficient operation of Child and Family Services at the designated site. The Family Preservation programs are designed to assist families in overcoming behavioral challenges and traumatic experiences through home-based interventions. Meanwhile, the Foster Care program aims to maintain family integrity by providing temporary housing solutions for children. This position involves performing various administrative duties while supervising a team of two full-time support personnel. The Administrative Operations Supervisor frequently acts as the first point of contact for clients, who may be facing distress, interpersonal conflicts, or trauma.

Key Responsibilities:

  • Oversee and manage the scheduling of support staff at the designated site and the Family Support Center. Ensure regular coverage at the reception area and serve as the primary backup for other support personnel.
  • Provide training to support staff on the phone system and other administrative tasks. Monitor phone queues and assign coverage as needed.
  • Supervise the upkeep of office equipment and manage the procurement of office supplies, adhering to company purchasing policies and budget constraints.
  • Assist in case management operations, including appointment scheduling, client correspondence, and preparation of files for audits or reviews.
  • Handle program billing functions and act as a liaison with the Finance Department.
  • Organize and complete necessary paperwork, administrative tasks, and statistical reports with professionalism and punctuality.
  • Demonstrate proficiency in Case Record Management systems, including report generation and client data management. Familiarity with Salesforce and NYS Connections systems is advantageous.
  • Maintain organized supply and break room areas, including shopping for refreshments.

Minimum Qualifications:

  • At least one year of supervisory experience is required.
  • A two-year degree with a minimum of two years of office experience, or a high school diploma with four years of office experience, preferably in the human services sector.
  • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience in performing clerical and administrative functions in an office setting.
  • Strong interpersonal and communication skills.
  • Able to accept directives and respond to requests from multiple staff members.

Ideal Candidate Profile:

- Exhibits a calm and empathetic demeanor
- Highly organized, self-motivated, and proactive
- Possesses strong technological skills, attention to detail, and organizational abilities
- Effective in both verbal and written communication, demonstrating a compassionate approach in all interactions
- Values teamwork and actively contributes to a collaborative environment

Additional Responsibilities:

  • Engage in various task forces, staff meetings, and committees, including but not limited to Special Incident Review and Quality Improvement initiatives.
  • Exemplify professionalism in work attitude, flexibility, attendance, and appearance.
  • Demonstrate problem-solving and conflict resolution skills.
  • Practice sensitivity, fairness, and acceptance of diversity in all interpersonal interactions.
  • Participate in the program's Quality Improvement processes.

Compensation: Competitive pay range of $24-$26 per hour, commensurate with experience, based on a standard 40-hour work week.

Benefits: Full-time employees are offered a comprehensive benefits package, including:

  • Paid Time Off (PTO) – 20 days annually (25 days after five years), plus 14 paid holidays.
  • Employer-paid life insurance.
  • Medical and dental insurance options.
  • Vision insurance.
  • Wellness programs and incentives.
  • Health Savings Account (HSA) with quarterly employer contributions.
  • Flexible Spending Accounts (FSA) for healthcare and dependent care.
  • Retirement plan with employer contributions after two years.

Diversity Commitment: Child and Family Services is dedicated to promoting diversity and inclusion, with a focus on racial equity. We strive to create a safe and supportive environment for all individuals we serve.

Equal Opportunity Employer: Child and Family Services provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or genetic information. This policy applies to all aspects of employment, including recruitment, hiring, promotion, and training.