OFFICE MANAGER

Job Details

Level
Entry

Job Location
Hauppauge Hub - Hauppauge, NY

Position Type
Full Time

Education Level
High School

Salary Range
$22.00 - $24.00 Hourly

Travel Percentage
Up to 25%

Job Shift
Day

Job Category
Admin - Clerical

Position Summary

ORGANIZATION SUMMARY

ACA/NY is a 501(c)(3) not for profit organization that has been designated as a Care Coordination Organization/Health Home (CCO/HH) by New York State. ACA/NY is dedicated to meeting the needs of people with Intellectual and Developmental Disabilities by providing comprehensive care management and coordination of service. ACA/NY supports 25,000+ people in its program with support services spanning New York City, Long Island, and the Lower Hudson Valley.

POSITION SUMMARY

Under the supervision of the Supervisor of Administrative Supports, the Office Manager is responsible for the day-to-day hub site operations at assigned location(s).

DUTIES AND RESPONSIBILITIES

• Be the point person reinforcing all hub site safety protocols as per agency policy and procedure.
• Welcoming staff and visitors, directing them to the appropriate workstation or conference room.
• Be the contact for any site issues during business hours, including heating/cooling, leaks, door/lock, and plumbing issues.
• Helping to keep Hub clean by wiping desks and keeping sanitizing stations stocked.
• Cleaning and maintaining the conference room, desk stations and kitchen including the refrigerator, if applicable.
• Restocking bathroom (where) applicable and general office supplies.
• Assist and coordinate as needed, the scheduling and preparations for meetings or ACA/NY events.
• Conduct reception activities, including answering phones and directing calls.
• Provide clerical support to the Hub operations, including preparing mail, retrieving mail/packages, scanning documentation, writing, and responding to emails, and preparing written summaries of data when needed.
• Utilize Stamps.com to create stamps, certified mail, and priority mail.
• Track all incoming and outgoing mail and shipments.
• Type letters, reports, documents, and other materials; assist in maintaining data bases.
• Maintain office supplies and equipment by ordering from Staples.com.
• Keep active inventory of Hub equipment and supplies.
• Coordinates pickup/delivery of office equipment and packages.
• Maintains the printers/copiers, making sure printers are filled with paper and are functioning properly.
• Manage the shredding bins.
• Receives returns of employees' technology equipment and facilitate the shipping of items to the Information Technology (IT) Department.
• Assist employees in receiving technology from the Hub location.
• Act as a liaison to other support department to troubleshoot concerns at the hub site (Ex.Works with IT to troubleshoot internet issues for the Hub location).
• Participate in agency wide groups and meetings as required.
• Attend department/team meetings, trainings, supervisions, etc. as scheduled and in accordance with agency practice and policy.
• Maintain confidentiality.
• Perform other duties as assigned.

Qualifications

• High School Diploma or equivalent.
• Computer literacy in basic Microsoft applications, email, and the internet.
• Familiarity with or ability to rapidly learn HIPAA-compliant practices.
• Demonstrated strong interpersonal and customer service skills.
• The ability to manage multiple priorities and deadlines with an attention to detail.
• Ability to work autonomously.
• Ability to be flexible in a fast past office environment.
• Demonstrate professionalism, respect, and ability to work in a team environment.