Manager of Office Operations
TriCity Family Serivces

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Post Date: Jan 07, 2022
Job Type: Full Time
Start Date: ASAP
Salary: - n/a -
Location: US - Illinois - Geneva
Job Reference: - n/a -
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Description
Serving as a member of the agency's Management Team, the Manager of Office Operations, assumes primary responsibility for: 1) developing and implementing office policies and procedures and providing for both the human and technical resources necessary to ensure efficient and effective office operations; 2) facility management and safety; 3) developing, producing and disseminating the Agency’s external and internal service delivery/productivity reports, 4) coordinating the Agency’s on-going Maintenance of Accreditation and Re-accreditation efforts, 5) maintaining the agency’s operating and administrative manuals; and, 6) managing agency's Management Information System/Electronic Medical Records.

•        Coordinates work flow from administrative and clinical staff to secretarial staff

•        Recruits, hires, trains, and supervises reception staff, and Medical Assistant and Secretary positions

•        Manages the day-to-day operation and maintenance of the agency's Management Information System/Electronic Medical Records

•        Fulfills statistical reporting needs for both the Agency and outside funding sources

•        Oversees the day-to-day facility needs of the Agency, conducts routine safety inspections and arranges for maintenance and repair as needed

•        Obtains bids, manages and oversees all building related projects at both the Geneva and St. Charles location

•        Manages all facility contracts (including but not limited to lawn service, snowplowing, copiers) and obtains new bids to ensure appropriate pricing and additional cost savings

•        Responsible for all IT related needs, including coordination with the contracted IT company to resolve problems/issues

•        Monitors accrediting agency web site on a quarterly basis for standards updates and informs appropriate staff of any pertinent updates

•        Serves as Site Coordinator for agency re-accreditation process (every 4 years) and assumes a lead role in the coordination of the agency’s re-accreditation self study process.

•        Updates, as needed, the Employee Handbook in collaboration with the Agency’s Business Manager

•        Facilitates regular meetings of clerical staff

•        Serves as manager of the agency’s computerized filing system for clinical and administrative records.

•        Provides for the ordering of office supplies and for the purchase and maintenance of office equipment

•        Responsible for all new staff training in the areas of the e-mail, MIS system and the telephone system

•        Manages telephone system and individual staff extensions along with all staff email addresses

Skills
•        Minimum of High School diploma and at least five years secretarial/office management experience, with supervisory responsibility preferred

•        Proficiency in Microsoft Office programs with emphasis on Word and Excel.                                                                

•        Good verbal and written communication skills

•        Good interpersonal skills

•        Motivated, self-directed, enthusiastic

•        Advanced organizational skills

Notes
•        The employee in this position must have his/her own transportation to facilitate occasional trips to vendors, meetings in the community, training events, etc.

•        A minimal amount of carrying supplies and equipment is required


Contact Details
Name: Eric Laskey
Address: 1120 Randall Court
City: Geneva
State/Province: Illinois
Zipcode: 60134
Country: United States
Ph: 8479096668