Office Manager

Description

AGENCY OVERVIEW

Since our founding in 1895 in Marin County as an orphanage – and through subsequent years as Sunny Hills Services – Side by Side has been at the forefront of best practices in child welfare, working with the most vulnerable youth in our community. Today, Side by Side operates in four counties – Marin, Alameda, Sonoma, and Napa – across the Bay Area, reaching nearly 2,000 children, young adults, and family members per year with much-needed services relate to behavioral and mental health, early intervention in schools, LGBTQIA+ support, transitional housing for foster youth, and special education.

Side By Side places high value on individuals with a passion for helping underserved youth and families in a collaborative and inclusive work culture. We strive to work together to create a trauma-informed workplace where we walk the walk of diversity, equity, inclusion, and belonging principles. 

BENEFITS

• 3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service (for all non-school based employees).
• 2 weeks of sick leave for F/T employees with 2 additional sick days for direct service staff
• 10 paid holidays per year and 1 Self-Care Anniversary Day each year
• 99% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
• Dental and Vision Insurance
• Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance. Employees also have the option to purchase additional life insurance at their own cost.
• 403b Retirement Plan with agency match after one year of employment 
• Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
• FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
• Employee recognition program with $500 bonus awards
• Employee referral bonus of up to $1,000
• Pet Insurance

JOB SUMMARY

The Office Manager is a key person in the daily organizational administrative functions of all of the programs in the Side by Side Hayward office. The Office Manager directs the physical operations of the office, acts as the Site Tech Coordinator for the region, and plays an important role in communication and coordination of daily activities, and in supporting executive and management staff. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office and Technology Management

• Responsible for maintaining the office space and ensuring there is a pleasing atmosphere at the main reception area for agency visitors, youth and staff
• Responsible for ensuring that office supplies are inventoried and re-stocked as necessary
• Responsible for ensuring that office equipment is kept in good working order
• Responsible for retrieving and triaging external and internal messages to ensure response within 48 hours. 
• Responsible for overseeing incoming and outgoing mail and the courier service 
• Serve as the primary Side by Side, East Bay liaison for office-related services contracts (e.g. water, PG&E, phones, copy machine, janitorial, property management, file storage, etc.).
• Maintain Side by Side 3P (Policies/Practices/Procedures) Binder
• Ensure that accounts payable invoices, employee petty cash requests and reconciliations and employee mileage and expense reimbursement requests are properly coded and forwarded
• Distribute that mail or correspondence delivered by courier are appropriately distributed
• Upload and scan all clinical and program documentation into client files in agency EHR or Sharepoint
• Serve as the Site Technology Coordinator (“Site Tech Coordinator”) and provide support to staff in addressing user IT questions, requests and problems, overseeing troubleshooting, system back-ups and program specific software needs 
• Maintain East Bay site computer and phone inventory and manage physical inventory 
• Track all maintenance requests related to any repairs to the Hayward office.
• Coordinate any agency inspections (i.e. Fire Department)
• Maintain agency vehicle binders, calendars, and keys
• Maintain regional spending within the identified budget

Staff Support

• Responsible for supporting all new East Bay staff in initial set-up and service/re-ordering of email, cell phones, keys and business cards and obtaining all required documents for personnel files
• Distribute all Incident Reports to appropriate parties and then scan and upload Incident Reports into client files in electronic health record.
• Provide administrative and clerical support to program leadership and staff
• Maintain all staff calendars including regional and community events and activities
• Serve as a member of Side by Side’s Health and Safety Committee and disseminate any pertinent information to staff

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.

CORE COMPETENCIES

Ethical Conduct. Understands and adheres to the agency's Code of Conduct, demonstrates a high level of integrity in all internal and external activities and complies with the Employee Handbook and all other Agency policies, practices and procedures. Maintains strict confidentiality related to client, staff, donor and other Agency information.

Intercultural Competence. Has the desire and ability to support an inclusive environment with respect to all clients, staff and stakeholders, and to respect and adapt behavior to cultural differences and commonalities in values, expectations, beliefs, and practices.

JOB COMPETENCIES

Communication. Communicates with co-workers, clients and stakeholders clearly in writing and orally, as needed and on a timely basis. Listens and responds well. Uses good judgment about what information is important and should be communicated, to whom and when.

Technology: Able to use technology to complete work assignments efficiently, including, as necessary, proficiency in the use of personal computers and mobile devices, email, the Internet and web-based programs. As required for the job, is skilled in used of Microsoft Office products (e.g. Outlook email and calendar, Word, Excel, PowerPoint) and other software tools.

Personal and Interpersonal Skills. Able to interact well with clients, co-workers and other stakeholders, and to maintain effective working relationships. Adaptable to changing circumstances and is sensitive to needs and reactions of others. Maintains composure in internal and external interactions and situations. Able to handle personal and work-related stress.

Teamwork. Able to work well in collaboration with colleagues. Offers assistance and support to co-workers. Works cooperatively and participates in group meetings and collaborative situations.

POSITION SPECIFIC COMPETENCIES

• Enthusiastic and strengths-based approach to partnering with youth and collaborating with peers
• Ability to work cooperatively in a team environment.
• Ability to multi-task and prioritize projects and assignments effectively 
• Passion for working with a diverse group of Transition Age Youth (TAY) including youth of color, LGBTQ youth, and youth with disabilities.
• Knowledge of property maintenance and physical plant up-keep
• Proficiency in Microsoft Office programs, particularly Word and Excel.

Requirements

 QUALIFICATIONS

• High School graduate required, Bachelor’s degree preferred
• At least twenty-one years of age
• At least 1 year of administrative/general office experience
• Experience with Transition Age Youth strongly preferred.
• Bilingual preferred
• Approval of a criminal record clearance from the California Department of Social Services (CDSS), and Community Care Licensing Division, which includes California Department of Justice, FBI and CA Child Abuse Index required
• A valid California driver's license, personal automobile for use on the job, insurable by Side by Side’s insurance policy based on DMV record and personal vehicle insurance required

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting, walking or standing for extended periods of time.
• Twisting and bending for brief periods of time.
• Occasional reaching and/or grasping using hands and/or arms.
• Regular use of hands requiring dexterity in using the telephone, computer keyboard, mouse or calculator.
• Regularly required to talk and hear in person or by telephone.
• Visual ability to read documents and computer monitor, including distance vision, peripheral vision and depth perception.
• May be required to lift up to 30 pounds.
• May be required to ascend/descend stairs.
• Ability to drive

Side by Side provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.