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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 Lead is responsible for overseeing and executing administrative support functions for the Family Preservation and Foster Care initiatives. This role ensures the effective 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 in-home interventions and support. Our Foster Care initiative aims to maintain family integrity by providing temporary placements for children. This position entails performing administrative duties while supervising a team of full-time support personnel. The Administrative Operations Lead frequently serves as the initial point of contact for clients seeking assistance, representing the organization to those experiencing distress or interpersonal conflicts.

Key Responsibilities:

  • Oversee and manage the scheduling of support personnel at the designated site and the Family Support Center. Ensure regular coverage at the reception area and act as the primary backup for other administrative staff.
  • Provide training to support staff on the operational use of the phone system and other administrative functions. Monitor call queues and assign coverage as needed.
  • Supervise the upkeep of office equipment and facilitate the procurement of office supplies and postage in alignment with organizational purchasing policies and budgetary constraints.
  • Assist in the administration of case management services, including appointment scheduling, correspondence with clients and service providers, and preparation of documentation for audits or legal requests.
  • Manage program billing processes and serve as the liaison with the Finance Department.
  • Organize and complete necessary paperwork, administrative tasks, and statistical reports with professionalism and timeliness.
  • 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 tasks in an office setting.
  • Strong interpersonal and communication skills.
  • Able to accept directives and respond to requests from multiple team 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, maintaining 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 ethic, flexibility, attendance, and presentation.
  • Demonstrate problem-solving and conflict resolution skills.
  • Practice sensitivity and acceptance of diversity in all interpersonal interactions.
  • Participate in the program's Quality Improvement processes.

Compensation and Benefits:

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

Child and Family Services of Erie County is committed to supporting our employees and their families through a comprehensive benefits package that fosters a healthy work environment.

  • Paid Time Off (PTO): 20 days (25 days after five years), 14 paid holidays, bereavement leave, and paid jury duty.
  • Employer-paid life insurance.
  • Medical and dental insurance with multiple plan options.
  • Vision insurance.
  • Wellness programs and incentives.
  • Health Savings Account (HSA) with quarterly employer contributions.
  • Flexible Spending Accounts (FSA) for healthcare and dependent care.
  • Employee referral bonuses.
  • Eligibility for Public Service Student Loan Forgiveness Program (PSLF).
  • 403(b) retirement plan with immediate enrollment and employer contributions after two years.

Diversity Commitment: Child and Family Services of Erie County is dedicated to fostering diversity and inclusion within our organization and the communities we serve, with a focus on racial equity. We strive to promote safety, health, and wellness for all.

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.