Office Manager

Officer Manager Job Description

Under the general supervision of the department Director, the Office Manager is responsible for managing the department’s administrative office. Employees may function as a supervisor for a small group of personnel.  These employees have a high degree of individual responsibility for planning and carrying out the details and procedures of their own work.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Performs highly difficult, complex, and responsible office work, under general supervision.
• Plans, assigns and reviews the work of subordinate employees. 
• Prepares, maintains, and compiles highly difficult and complex departmental reports and records.  
• Completes basic onboarding training for all new department staff. Including but not limited to initial crisis orientation, monitoring of online module training, assignment of additional in person trainings (i.e. CPR), and scheduling of shadow shifts.
• Maintains employee training/certification files for department staff.
• Monitors department staff training expiration dates and notifies staff and managers of forthcoming expirations.
• Takes and transcribes meeting minutes.
• Performs specialized office work requiring knowledge of departmental policies and procedures.
• Acts in a supervisory capacity, including coordination of daily activities, prioritizing, delegating and supervision of work to completion. Including in person supervision on all units, front desk and other guest areas.
• Develops policies and procedures pertaining to administrative and operational functions.
• Works with Network management divisions in resolving problems related to operations and administration.
• Answers routine correspondence and conducts business with the public and other departments, answers difficult and unusual questions requiring considerable judgement, knowledge and interpretation of the activity performed.
• Coordinates the purchase of department supplies and small administrative devices for the department.
• Approves documents for submission to other internal departments and external agencies.
• Supervises the development, maintenance and dissemination of confidential information/files. 
• Develops and implements special projects as directed.
• Contacts vendors for supplies and DWIHN inventory.
• Reviews and manages vendor contracts including coordinating with other internal departments to successfully execute new or updated vendor contracts as needed.
• Participates and leads RFP/RFQ process for external vendor contracts.
• Maintains communication with vendors regarding services and supplies for the department.
• Processes vendor and other payments.
• Orders medical and office supplies and maintains inventories for DWIHN units.
• Ensures all vendor-supplied items are appropriately stocked.
• Handles petty cash as applicable.
• Records or enters data related to payroll, accounts payable, accounts receivable and time sheets.
• Assists with scheduling staff of 24/7 programs and other operations.
• Works with HR to ensure compliance with OSHA rules.
• Performs monthly environmental audits througho the building. If deficiencies are found, work with department leadership to develop action plan. Leads completion of action plan. 
• Oversees all facility safety drills and reviews for compliance. 
• Oversees contract deliverables.
• Ensures reception duties, such as answering phones, keeping area neat and organized, maintaining inventory, are being performed in a timely manner.
• Performs related duties as assigned.

Knowledge, Skills and Abilities (KSA’s):   

• Knowledge of DWIHN rules, practices, policies and procedures.
• Knowledge of the DWIHN provider network.
• Knowledge of general behavioral health theory and practice.
• Knowledge of departmental rules, practices, policies and procedures.
• Knowledge of vendor and contract management.
• Knowledge of inventory, accounts receivables and accounts payables.
• Knowledge of basic HR functions.
• Computer skills
• Clerical skills
• Filing skills
• Typing skills
• Time management skills
• Organizational skills
• Customer Service skills
• Teamwork skills
• Problem Solving skills
• Critical Thinking skills
• Decision-making skills
• Supervisory skills
• Leadership skills
• Ability to communicate orally.
• Ability to communicate in writing.
• Ability to work effectively with others.
• Ability to work with an ethnically, linguistically, culturally, economically and socially diverse population.
• Judgement/Reasoning ability.

REQUIRED EDUCATION:

An Associate’s Degree from a recognized college or university or its equivalent.

REQUIRED EXPERIENCE:

Five (5) years of professional experience performing clerical duties and responsibilities.

NOTE:  Education completed at a recognized college, university or trade school may be substituted for required experience on a year for year basis.

REQUIRED LICENSE(S).

A valid State of Michigan Driver’s License with a safe and acceptable driving record.

WORKING CONDITIONS:

Work is usually performed in an office setting but requires the employee to drive to different sites throughout Wayne County and the State of Michigan. This position can work remotely with supervisory approval.  

This description is not intended to be a complete statement of job content, rather to act as a general description of the essential functions performed.  Management retains the discretion to add or change the position at any time. 

Please Note:  DWIHN requires proof of being fully vaccinated for COVID-19 as a condition of employment. Medical or religious accommodations or other exemptions that may be required by law, will be approved when properly supported. Further information will be provided during the recruitment process. 

The Detroit Wayne Integrated Health Network is an Equal Opportunity Employer