Job Details
Office Manager
Requisition #: req13259
Location: Birmingham, AL
Hours: Full-Time (40 hours/weekly)
Position will be fully remote, until office opens in Birmingham, Alabama
Candidate will then be Hybrid
Bethany is changing the world through family. We began our work by serving one child more than 75 years ago. Today, Bethany is an international Christian nonprofit partnering with communities in more than 30 states and in several countries around the world. We strengthen and preserve families, support displaced people fleeing danger, and find safe, loving families for children who need them. Bethany is at the forefront of creating and implementing solutions to meet the growing needs of vulnerable children and families in the U.S. and around the world.
As an Office Manager, you will be primarily responsible for ensuring effective operations at the site location; and providing administrative support to the program and potentially staff based on the requirements of the role. This individual is may also be responsible for reconciling and addressing all billing errors to ensure accurate billing with no profit loss.
This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.
ESSENTIAL JOB RESPONSIBILITIES
- Ensure effective operations of the office related to administrative tasks;
- May oversee Administrative Assistants and other clerical support staff;
- Promptly address incoming calls and route them to the appropriate person;
- Assist with arranging for replacements as needed to ensure adequate staffing for the needs of the program;
- Coordinate on-site duties and tasks in partnership with supervisory staff to meet the goals and objectives of the program;
- Manage and maintain the record-keeping process to ensure there is an effective filing system in which information is forwarded smoothly;
- Maintain a schedule of appointments, and arrange conferences, interviews, and meetings, as requested;
- Run various reports, and draft correspondence and/or transcribe meeting notes, as requested;
- May reconcile and address all billing errors to ensure accurate billing with no profit loss;
- Sort and distribute branch mail, along with scheduling mail pick-ups and deliveries;
- Oversee office supply inventory and order approved materials as needed;
- Stay abreast of all agency, federal, and state regulatory requirements related to social services;
- Completed other duties as assigned.
QUALIFICATIONS:- High School Diploma or equivalent;
- At least one (1) year of experience working with clients, or at least two (2) years of experience working with clients, strongly preferred;
- May need at least one (1) year of experience managing others based on the essential function of the role;
- Bilingual Spanish/English fluency, preferred;
- Excellent verbal and written communication skills;
- Must have an ability to provide excellent and compassionate customer service;
- Ability to work independently and exercise a high level of confidentiality;
- Must be reliable with time sensitive deadlines and tasks;
- Work well under pressure and adaptable to change;
- Computer and typing skills sufficient to perform essential job functions;
- Must be 21 years old with a valid driver'slicense with at least 3 years driving experience in the US to operate a vehicle on behalfof Bethany. Must also pass a Motor Vehicle Records (MVR) check and maintain areliable vehicle with proof of adequate insurance coverage;
- Pass a criminal history screen, including state and local child protection agency registries;
- Documentation of immunity to vaccine preventable diseases orthe willingness to receive vaccination, or seek an exemption;
- Subscription to and integration of the agency Statement of Faith and Mission Statement.