Office Manager

Officer Manager Job Description

Under the general supervision of the department Director, the Office Manager is responsible for managing the department’s administrative office. Employees may function as a supervisor for a small group of personnel. These employees have a high degree of individual responsibility for planning and carrying out the details and procedures of their own work.

• Performs highly difficult, complex, and responsible office work, under general supervision.
• Plans, assigns, and reviews the work of subordinate employees.
• Prepares, maintains, and compiles highly difficult and complex departmental reports and records.
• Completes basic onboarding training for all new department staff (initial crisis orientation, monitoring of online module training, assignment of additional in‑person trainings such as CPR, and scheduling of shadow shifts).
• Maintains employee training/certification files for department staff.
• Monitors department staff training expiration dates and notifies staff and managers of forthcoming expirations.
• Takes and transcribes meeting minutes.
• Performs specialized office work requiring knowledge of departmental policies and procedures.
• Acts in a supervisory capacity, including coordination of daily activities, prioritizing, delegating and supervising work to completion, including in‑person supervision on all units, front desk and other guest areas.
• Develops policies and procedures pertaining to administrative and operational functions.
• Works with Network management divisions in resolving problems related to operations and administration.
• Answers routine correspondence and conducts business with the public and other departments, answering difficult and unusual questions requiring considerable judgement.
• Coordinates the purchase of department supplies and small administrative devices for the department.
• Approves documents for submission to other internal departments and external agencies.
• Supervises the development, maintenance and dissemination of confidential information/files.
• Develops and implements special projects as directed.
• Contacts vendors for supplies and DWIHN inventory.
• Reviews and manages vendor contracts, coordinating with other internal departments to execute new or updated contracts.
• Participates and leads RFP/RFQ processes for external vendor contracts.
• Maintains communication with vendors regarding services and supplies for the department.
• Processes vendor and other payments; orders medical and office supplies and maintains inventories for DWIHN units.
• Ensures all vendor‑supplied items are appropriately stocked; handles petty cash as applicable.
• Records or enters data related to payroll, accounts payable, accounts receivable and timesheets.
• Assists with scheduling staff of 24/7 programs and other operations.
• Works with HR to ensure compliance with OSHA rules.
• Performs monthly environmental audits through the building; if deficiencies are found, works with department leadership to develop and lead action plans.
• Oversees all facility safety drills and reviews for compliance.
• Ensures reception duties (answering phones, keeping area neat, maintaining inventory) are performed in a timely manner.
• Performs related duties as assigned.

• Knowledge of DWIHN rules, practices, policies and procedures.
• Knowledge of the DWIHN provider network.
• Knowledge of general behavioral health theory and practice.
• Knowledge of vendor and contract management.
• Knowledge of inventory, accounts receivables and accounts payables.
• Knowledge of basic HR functions.
• Computer, clerical, filing, typing skills.
• Time management, organizational skills.
• Customer service, teamwork, problem solving, critical thinking, decision‑making skills.
• Supervisory, leadership skills.
• Ability to communicate orally and in writing.
• Ability to work effectively with others, including a diverse population.
• Judgement and reasoning.

An Associate’s Degree from a recognized college or university or its equivalent.

Five (5) years of professional experience performing clerical duties and responsibilities. Education completed at a recognized college,…