Job Title: Office Manager – Odum Home

Department: Administration, Eastern Area

Reports To: Campus Manager Odum Home

FLSA Status: Non-exempt

SUMMARY

The Office Manager manages the overall administrative functions of Odum Home. Duties include answering phones, receiving visitors, correspondence, receipting of gifts, maintaining files and other administrative needs to ensure internal control and confidentiality. The Office Manager has reached a level of professional expertise, which prepares him/her to serve as a model, teacher and coach to less experienced administrative assistants. Annually completes training to complete expertise in his/her field.

QUALIFICATIONS:

• A personal relationship with Jesus and committed to the mission of equipping the church to care for vulnerable children and families.
• High school diploma or equivalent minimum of two years experience
• Has advanced training of two years of community college/business school and/or seven years administrative assistant experience
• Excellent verbal and written communication skills, with the ability to positively represent the agency to internal and external contacts
• Must be proficient in Microsoft software applications and database programs
• Must be organized and able to manage and complete multiple tasks and work independently
• Meets the general qualifications for employment as outlined in the institution's personnel policies.
• Must have a valid N.C. driver’s license, safe driving record, and periodically travel to agency and other locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answers the phone and greets visitors
• Maintains assigned confidential campus documentation
• Communicates announcements, policy updates and other information to staff
• Maintains open lines of communication with Campus Manager and administrative assistants
• Takes minutes for meetings when needed
• Assists with coordination and planning of social events
• Completes on-site orientation for new hires/and or volunteers when assigned
• Orders office supplies as needed
• Processes and distributes mail as needed
• Participates in any training needed to maintain growth of the position and assigned duties
• Works with other members of the ministry to complete required paperwork and duties
• Maintains confidentiality
• Represents Baptist Children’s Homes of NC, Inc. in a professional manner
• Willing to perform other duties as assigned
• Monitors Cottage Parent payroll data and coordinates with Payroll Manager for payroll input
• Prepares and forwards requisitions and work program expense reports to the proper office
• Responsible for Worker’s Comp claims and vehicle accident reports
• Receipt of gifts and donations when assigned
• Operates as a backup to administrative assistants when needed
• Responsible for Petty Cash Funds
• Data Entry
• Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create a positive relationship within BCH
• Participates in the agency’s Performance Quality Improvement (PQI) program as needed

FAITH AND MISSION ALIGNMENT:

BCH is a Christ-centered organization committed to sharing hope and changing lives, with beliefs rooted in Jesus Christ. Employees are expected to support BCH’s mission, purpose, and spiritual emphasis through professional conduct and service.

• Professes to be a Christian believer.
• Submits an individual Statement of Faith, Acknowledgement, and Pledge as part of employment requirements.

EQUIPMENT:

Ability to operate standard office machines such as copier, computer, fax, calculator, multimedia visual aids, etc. and to work within Microsoft Outlook, Excel, and Word software programs.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general information. Ability to effectively communicate with others, including managers, clients, customers, and the general public.

CONTACT WITH OTHERS:

Regular contact with colleagues in all departments, as well as with outside individuals and groups; should represent Baptist Children's Homes of NC, Inc. in a positive manner. Contacts outside of the agency where proper handling of situations is of utmost importance as the agency’s image could be affected.

MATHEMATICAL SKILLS:

Excellent mathematical skills and the ability to use a calculator to calculate figures.

MENTAL / VISUAL / AUDITORY DEMAND:

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and ability to draw conclusions. Specific vision abilities required by this job include close vision, and ability to adjust focus. Must be able to talk and hear both in person and on the telephone.

CONFIDENTIAL DATA:

Complies with agency policies and procedures concerning confidentiality and HIPAA regulations which include employee, payroll and benefits, and may include aspects of client information, day to day care of the children, case records, family information, medical information, psychological services, etc which if disclosed, would have adverse internal and/or external effect, and could result in termination of employment.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit and stand, use hands and fingers, walk, reach with hands and arms, and occasionally lift 20 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; usual office working conditions.