Office Manager – Marin

AGENCY OVERVIEW:

Jewish Family and Children’s Services (JFCS) has served the San Francisco Bay Area for 175 years. We offer world-class services to support individuals and families across all stages of life, including adoption, mental health, senior care, disability services, financial assistance, Holocaust education, and youth development. Our mission and work are rooted in Jewish values, and we serve people of all faiths and backgrounds.

JOB SUMMARY:

Under the supervision of the Regional Director, Business and Administrative Operations, the Office Manager is an integral member of the administration and program operations in the JFCS Marin location. The Office Manager is responsible for leading the day-to-day regional administrative operations including the provision of administrative support to all JFCS programs in Marin, collaborates closely with the program leadership team and other staff to ensure efficient and thorough management of all aspects of office administration and facilities management.

COMPENSATION AND BENEFITS:

  • Pay Range: $33 to $36 per hour (Depending on experience)
  • Employment Type: full-time, non-exempt position with benefits
  • Employer 403(b) retirement match plus additional employer contribution (subject to eligibility)
  • Cafeteria plan with medical, dental, vision, FSA, Employer-paid life, and disability insurance
  • 16 holidays (10 federal and up to 6 Jewish holidays), annually
  • 3 weeks of vacation and 2 weeks of sick leave, annually

JOB DUTIES AND RESPONSIBILITIES:

OFFICE MANAGEMENT:

  • Manages the day-to-day operations and provides overall administrative support for the organization’s activities and events supporting the JFCS programs in Marin
  • Collaborates with other teams and/or leads the planning and managing program-wide activities and events (including logistics such as meeting spaces, room reservations, AV/teleconferencing equipment and support from IT, catering, etc). Supports various internal activities/events and meetings
  • Coordinates with the Regional Director of Business and Administrative Operations and the Director of Facilities and Operations in ensuring that the Marin facility is maintained and in compliance with agency-wide standards, with primary attention to the safety of its clients and employees and that safety and security standards are met
  • Manages the client billing process for clinical providers in the Marin office under the supervision of the Regional Director, making sure that clients and payors are billed appropriately, and that payments are received at the time of service. Reviews preview invoices to accuracy prior to distribution and manages the accounts receivables to ensure timely payment
  • Works with Program Directors to develop contract reports as assigned in compliance with contract requirements
  • Functions as Marin Region human resources liaison, providing orientation to new employees to Agency systems and the Marin facility, participating in administrative staff interviews, ergonomic assessments, training in Outlook and basic computer use
  • Assists the Marin receptionist and manages coverage of the Marin reception desk and other tasks involving Marin support staff.  Provides coverage at reception as scheduled and remains in compliance with all agency policies for customer facing reception practice. Is responsible for Marin petty cash, processing of payments, banking, Medi-Cal billing for Marin Clinical Services and prepares special billings as assigned

PROGRAM SUPPORT:

  • Center for Children and Youth (CCY): Assists with oversight of all CCY administrative support transactions including file management, organizing, revising, and communicating with programs on form updates. Creates transparency with all staff and training when required. Updates and maintains the CCY school lists for the Marin region, working together with the Administrative Marketing Associate on updates of all regions when necessary
  • Multipurpose Senior Services Program (MSSP): Assists with MSSP vendor files, ensuring compliance with program requirements. In conjunction with other regional staff, assists with administrative functions required for the MSSP program clients as assigned
  • Prepares DocuSign agreements for Adult Services and CCY clients and clinicians within the Marin office. Ensures that all required service agreements and disclosures are signed by clinical clients as required by law and agency policy
  • Follows up on surveys to clients that are during or ending services with parent consultants and occupational therapy. Coordinates required satisfaction and outcome surveys as required for all Marin program funders and according to agency policy

JOB QUALIFICATIONS:

  • A minimum of 3 years of relevant experience in office management and in an administrative support role in a professional environment is required; non-profit administrative experience is desired
  • Bachelor’s Degree from an accredited college is preferred
  • Basic level proficiency for Microsoft Suite (Word, Excel, & Outlook) is required
  • Proven ability to work independently and make sound judgments on a day-to-day basis regarding assigned and as-hoc duties with limited or absence of direction from manager or leadership
  • Ability to discern and communicate to all levels within the organization with the highest level of clarity, accuracy, tact, and diplomacy, both verbally and in writing
  • Previous experience in a healthcare setting preferred, utmost care in client privacy protection and HIPAA
  • Ability to work onsite during business hours and able to work evening hours when necessary to support program activities as needed

To be considered for this position, you must meet the requirements and competencies listed above. Application materials will be reviewed as they are received and well-qualified candidates will be contacted for an interview.

EXCITED TO APPLY?

https://recruiting.paylocity.com/recruiting/jobs/Details/1900794/Jewish-Family-and-Childrens-Services/Office-Manager—Marin

All qualified applicants are encouraged to apply, including minorities, women, veterans, and disabled individuals. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status. JFCS is an Equal Opportunity Employer. 

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 skills required of employees so classified.