Office Manager – Marin

AGENCY OVERVIEW:

For nearly 175 years, Jewish Family and Children’s Services of San Francisco, the Peninsula, Marin, and Sonoma Counties has served the Bay Area’s children, families, and older adults. As the problem-solving center for our community, JFCS is the oldest and largest family services institution in the United States, serving more than 120,000 people annually who are facing life transitions and personal crises. JFCS has earned a national reputation as a leader in developing research-based social services and educational programs that strengthen individuals, families, and communities.

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.

The Office Manager understands and assists in meeting budget and services goals, understands the mission and objectives of Jewish Family and Children’s Services, and works within the limitations of the Agency’s resources, and performs all duties in compliance with agency standards.

COMPENSATION AND BENEFITS:

  • Pay Range: $27 to $31 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
  • Supports staff in developing timelines, workflows, and systems to improve the work efficiency and organization of the JFCS Programs in Marin and assure their ongoing process improvement
  • 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
  • Participates in JFCS and departmental meetings and trainings, staff the Marin PIC committee, coordinating event programs including speaker confirmations, committee communications, in person and remote meeting coordination, and preparing minutes for distribution. Represents JFCS in a professional demeanor
  • 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
  • Plans and coordinates regular Marin staff meetings to ensure communication and collaboration between Marin staff members. Works cooperatively with the staff of the Marin Region, including assisting other support staff in their task completion, as assigned. Maintains good working relationships with all staff to help the whole JFCS Agency operate as a well-coordinated unit
  • Maintains client privacy and confidentiality
  • Performs other duties as assigned by the Regional Director, Business and Administrative Operations, Associate Executive Director, and Executive Leadership

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
  • Strong interpersonal skills and expert judgment; able to handle sensitive and confidential situations with  tact, and poise
  • 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
  • Is thorough, pays attention to details, organized and the ability to prioritize varied tasks to meet deadlines
  • 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
  • Self-awareness, integrity, authenticity, and a growth mindset are a must
  • 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.