Office Manager

Job Title: Office Manager  

Department: Access II, III, IV Programs

Reports To: Vice President of Care Coordination Services

Job Summary:

The primary responsibility of the Office Manager is to provide the foundation for the smooth, day-to-day operations of the Access II, III, and IV Programs.

Primary Duties & Responsibilities include, but are not limited to:

• Remain current in all NYCDOHMH eShare applications working with theh VP and staff to resolve any problems/concerns.
• Assist VP as necessary with all public Health solutions and NYCDOHMH eShare (and related) reports, including, but not limited to, regular team listings.
• Completion of weekly input of all staff members client-contact in or the eShare system, reporting any missing contact sheets or inaccuracies of documentation to the VP. In the prolonged absence of other team members, assist in the input of all billable activities.
• Attend all required meetings and trainings to take minutes and distribute to all in attendance.
• Answer main department phone and transfer calls to an appropriate staff member.
• At the request of or in the absence of he VP, attend all monthly periodic eShare meetings when necessary.
• Respond promptly to all program/office related problems such as errors in reports, copier malfunctions, computer, and phone concerns.
• Greet public, staff, and clients and direct them accordingly to appropriate personnel.
• Monitor medication safe daily and distribute medications to staff accordingly.
• Maintain office filing and storage systems. .
• Ensure all staff cell phone numbers are current/ updated.
• Assist new hires with obtaining program manual, office supplies, and company cellphone/email/computer login.
• Monitor and order office supplies as needed.
• Maintain staff monthly metro card logs and report to VP any discrepancies.
• Submit and follow-up with all IT and Maintenance work orders for staff.
• Other related activities deemed necessary by the VP for the efficient operation of the Programs., including but not limited to, light filing, coverage of the reception desk as needed,

Qualifications/Criteria:

• Bi-lingual in Spanish required.
• Willingness to assist staff and perform other duties as required.
• Ability to complete assigned workload satisfactorily and with minimal supervision.
• Reliability, dependability and excellent attendance.
• Ability to be a team player.
• Effectively communicate with Supervisors, Peers and clients.
• Meet physical and cognitive requirements needed to competed assigned tasks and duties of the position with reasonable accommodations being made for individuals with disabilities.
• Excellent written, verbal and organizational skills.
• Knowledge of computers/word processing a plus.

Experience/ Education: 

High School diploma or GED.