Office Manager

Department:   Compass Rose Academy

 

Employment Status: Full-time/Regular/Non-exempt

 

Qualifications:  A Christian with strong convictions who is also in agreement with White’s mission statement, Statement of Faith, and Code of Conduct. This person must be 21 years of age and have a high school diploma or equivalent. Preference given to candidates with a Bachelor’s degree in Business Administration or Social Work (case management).  This person must have a pleasant personality and be able to work well with people both within the agency and out.  Must have good telephone, secretarial, and computer skills (Windows, Microsoft Office, Excel, and general computer skills).  Must have the ability to keep information confidential.

 

Reports to:  Compass Rose Academy Clinical Director

 

Job Summary: Positively represents Compass Rose Academy and maintains a professional and courteous demeanor when answering / routing telephone calls, greeting visitors, and providing information to staff and guests as needed.  Serves as a centralized point of contact for all departments and maintains order around the use of shared services such as office machines (copy/fax), mail distribution, and room reservations. Responds promptly to all emergency calls.  Provides clerical services ensuring completion of documentation per detailed deadlines. Assists Compass Rose Academy Leadership Treatment Team in tracking, monitoring, filing, and processing all forms of documentation. Coordinates with Clinical Director when deadlines are not met with documentation. He or she must be comfortable and proficient in working with computer programs and will enter, maintain, and update information in the client database.   Interact with treatment team on several matters and must act in a professional, cooperative, and timely manner with a positive attitude.

 

Basic Responsibilities

Receptionist Responsibilities

 

  • Answer the phone promptly, with courtesy, preferably by the 3rd ring. Effectively communicate with callers to answer inquiries and/or identify the appropriate party to transfer callers.    Explain steps in the process clearly to callers to ensure a positive experience and ensure that the caller reaches the next point of contact.
  • Proactively greet visitors and offer assistance to ensure they meet with the appropriate parties or find the location they are seeking.   Contact other appropriate staff members if additional support is needed in order to maintain the function of the front desk.
  • Must behave cordially and professionally at all times and pay great attention to detail.
  • Responsible for opening and closing the specified doors of Compass Rose Academy Campus Center according to the prescribed schedule.
  • Maintain master calendar via Google Calendar
  • Lock any doors, drawers, and/or filing cabinet that must be secured at the end of incumbent’s shift and ensure that money, keys, and confidential information is stored properly and protected.
  • Maintain the front desk and ensure that it is organized and clean at all times.
  • Run mail through postage meter and reset as funds are added; prepare mail bag for pickup.  Maintain mail supply inventory and order supplies as necessary.   Retrieve, sort, and distribute mail and messages internally including managing mailboxes.  Forward mail to former students and employees.
  • Schedule therapy appointments for clinical staff and maintain schedule updates.
  • Must enjoy working closely with other staff members and supporting them in an administrative capacity
  • Must be flexible and remain open to new responsibilities, showing continual willingness to provide support within the scope of his or her job.

 

Document and Client File Management

 

  • Maintain vital information within the electronic medical record, Kaleidacare.
  • Review/Process Individual Treatment Plans and Updates, Progress Reports, ICMP reports, Closing Summaries, and other miscellaneous items.
  • Update and maintain tracking of completion and distribution of various reports, including High Risk-Safety Plans, Insurance-Utilization Review due dates, ITP due dates
  • Organize and manage the Document Manager function in Kaleidacare
  • Create, maintain, and update custom forms in Kaleidacare.
  • Track and notify Clinical Staff of report due dates and compliance deadlines.
  • Send completed ITPs to parents and referral sources
  • Maintain referral source info/contact in Kaleidacare
  • Manage and audit current student files
  • Discharge youth in Kaleidacare

 

Oversee Copy/Print/Fax Machine Usage

 

  • Refill paper and toner as necessary.
  • Attempt to solve problems when machine jams or malfunctions.
  • Run off copies for other staff members as requested.
  • Clean glass surfaces and copy machine as necessary.
  • At the end of each month, print copy/print/fax reports and send to business office.
  • Transmit fax messages.
  • Keep a log of faxes sent.
  • Distribute incoming faxes.
  • Refill paper as necessary.

 

 

Filing

 

  • For all new students, make sure all required material is received so that master files are complete.
  • Scan and upload documentation as needed. Make sure all required material is received so that master files are complete

 

Other 

 

  • Help organize and plan various special events
  • Serve as a resource person for departmental activities
  • Perform other miscellaneous tasks as requested by the Compass Rose Academy Leadership Team and departments under their supervision.

 

 

Skills, Supervision, Knowledge, and Ability

 

  • This position requires a person to be able to set priorities and organize workload while doing work for many people. Must be flexible and able to multitask.  Must be dependable.
  • Must have good computer, secretarial, writing, and proofreading skills.
  • Must be personable and able to work well with people both inside and outside the agency
  • Must have the ability to keep information confidential.
  • Must be able to maintain professional boundaries and confidentiality.
  • Must be committed to the Mission, Core Values, and Vision of White’s Residential and Family Services.

 

 

Physical Demands of Position

 

  • Must be able to tolerate heavy typing load with many interruptions.
  • Must be able to sit for long periods of time.
  • Must be able to go up and down stairs.
  • Must be willing to undergo Mindset and First Aid training.

 

Working Conditions

 

  • Normal work days will be Monday through Friday from 8:00am to 5:00pm with one hour for lunch.
  • Must attend work regularly and be on time.
  • Will work quarterly Parent Weekends and various other evenings and weekends for events.

You, Office Manager, must be able to...

  • Model Christian Living at all times
  • Display & teach healthy coping strategies
  • Build & maintain strong relationships with teens, families & staff
  • Demonstrate conflict resolution skills
  • Believe in the power of spiritual & therapeutic change
  • Provide warmth, consistency & safety

    Cover Letter

    Resume*

    Statement of Faith*

    Code of Conduct*

    Statement of Faith

    Remaining true to our Quaker heritage and Josiah White’s vision, White’s Residential and Family Services’ primary reason for existence is to offer hope and transformation to children and families through Christ. As such, we have firm beliefs about the Christian faith and how we must act in accordance with our beliefs.

    This statement of faith does not exhaust the extent of our beliefs. The Bible itself, as the inspired and infallible Word of God that speaks with final authority concerning truth, morality, and the proper conduct of mankind, is the sole and final source of all that we believe. White’s Residential & Family Services’ board of directors serves as White’s highest, human interpretive authority on the Bible’s meaning and application for the purposes of our agency’s faith and beliefs, practice, policy and discipline at work.

    We believe the Bible to be the inspired, the only infallible, authoritative Word of God (II Timothy 3:15).

    We believe that there is one God, eternally existent in three persons: Father, Son and Holy Spirit (John 10:30).

    We believe in the deity of our Lord Jesus Christ (John 10:33), in His virgin birth (Luke 1:35), in His sinless life (Hebrews 4:15), in His miracles (John 2:11), in His atoning death through His shed blood (Ephesians 1:7), in His bodily resurrection (John 11:25), in His ascension to the right hand of the Father (Mark 16:19), and in His personal return in power and glory (Revelation 19:11).

    We believe that for the salvation of lost and sinful man, regeneration by the Holy Spirit is absolutely essential (John 3:16-19).

    We believe in the present ministry of the Holy Spirit by whose indwelling the Christ-follower is enabled to live a Godly life (Romans 8:13-14).

    We believe in the resurrection of both the saved and the lost, that they that are saved unto the resurrection of life and they that are lost unto the resurrection of damnation (John 5:28-29).

    We believe in the spiritual unity of believers in our Lord Jesus (Galatians 3:26-28).

    We believe that children are a heritage from God and a blessing from His hand. We are therefore accountable to Him for raising, shaping and preparing them for a life of service to His Kingdom and to humanity. We believe that all human life is sacred and created by God in His image. Human life is of

    inestimable worth in all its dimensions, including pre-born babies, the aged, the physically or mentally challenged, and every other stage or condition from conception through natural death. We are therefore called to defend, protect, and value all human life (Ps 139).

    We believe that God wonderfully and immutably creates each person as male or female, and that these two distinct, complementary genders together reflect the image and nature of God (Genesis 1:27, Genesis 2:24).

    We believe that God created marriage to be exclusively the union of one man and one woman, and that intimate sexual activity is to occur exclusively within that union. We believe that the term “marriage” has only one meaning: the uniting of one man and one woman in a single, exclusive union, as delineated in Scripture (Genesis 2:18-25).

    As Christians living out our faith, it is unsurprising that our beliefs influence our behavior, attitudes and lifestyle choices. As Christian professionals, we will not compromise our commitment to our professional

    code of ethics while providing superior care to our clients who possess differing values or beliefs.

    I affirm that I am a Christian, I have read and agree with White’s Residential and Family Services’ Statement of Faith, and I agree to make lifestyle choices that are consistent with White’s Residential and Family Services’ Statement of Faith. I understand that my employment at White’s is contingent upon me living a lifestyle that is consistent with this Statement of Faith.

    Code of Conduct

    As a distinctly Christian ministry, for over 165 years our mission has been to enrich the lives of children and families through emotional healing, personal development and spiritual growth. We are best able to achieve this through Christian staff who constantly strive to demonstrate the love of Christ through their actions, words and overall lifestyle.

    It then follows that all employees who serve as members of White’s community agree to uphold certain foundational standards through their behaviors, attitudes and lifestyle choices at work and in their personal lives. Living in accordance with these standards shall serve to unify us as a “community of believers.” As a member of White’s “community,” we believe employees should strive to live in harmony with the following foundational standards as evidence of their life committed to growth in Christ and sound judgment based on Christian principles:

    We believe as followers of Jesus Christ, we are responsible for our faith journey and strive to pursue a life of service to Jesus Christ in our personal life and while at work. We believe the investment in our spiritual life is critical and we strive to make time regularly for prayer and communion with God. Opportunities for Christian fellowship, worship, learning, and celebration while at work are opportunities not to be overlooked, but to be sought out as ways in which we can demonstrate our commitment to growing in our faith as part of the White’s Community.

    We believe every human life is of inestimable worth and significance in all its dimensions. Therefore, we must seek ways to act out of love and respect for each other, encouraging and building up one another, not causing one another to stumble. We believe that to achieve this, employees must practice a lifestyle that demonstrates purity to those around them (Romans 13-14 & I Corinthians 10:31-11:1).

    We believe that every person must be afforded compassion, love, kindness, respect,and dignity (Mark 12:28-31; Luke 6:31). Hateful and harassing behavior or attitudes directed toward any individual are to be repudiated and are not in accord with Scripture.

    We believe there is great power in the spoken word and therefore all lying, profanity, gossip, obscenity, and other negative uses of language diminishes our work with the children, families and our coworkers.

    We believe employees must demonstrate a teachable spirit, an ability to share love for others, a willingness to live contentedly under authority, and a commitment to follow the Matthew 18 principal when an issue arises with fellow employees or management.

    We believe in the power of our example and that our minds and bodies should be used in God-honoring ways, living our lives as Christian role models and conducting ourselves in a way that will not raise questions regarding our Christian testimonies. Because our example is powerful and because most of our service population is impacted by some form of substance abuse, we especially recognize the dangers and negative implications of drug, alcohol and tobacco abuse among staff. Therefore, we seek to minimize or refrain from the use of alcohol and tobacco and we agree to completely abstain from the illicit or non-medical use of drugs, narcotics and other harmful substances. When an employee is representing White’s or is in the course of representing White’s business, he or she is expected to refrain from the use of alcohol and tobacco.

    We believe our life serves as a Christian Witness to the children and families we serve and our commitment to expressing Christian values is critical even when making entertainment and recreational choices outside of work. Therefore, we actively avoid forms of leisure, entertainment and recreation that are incompatible with holy living and seek activities that are consistent with our pursuit of Christ- like living.

    We believe that God wonderfully and immutably creates each person as male or female. These two distinct, complementary genders together reflect the image and nature of God (Genesis 1:26-27). We believe that the term “marriage” has only one meaning: the uniting of one man and one woman in a single, exclusive union, as delineated in Scripture (Genesis 2:18-25). We believe that God intends sexual intimacy to occur only between a man and a woman who are married to each other (1Corinthians 6:18; 7:2-5; Hebrew 13:4).

    We further believe that God has commanded that no intimate sexual activity be engaged in outside of a marriage between a man and a woman. We believe that any form of sexual immorality (including adultery, fornication, homosexual behavior, bisexual conduct, bestiality, incest, and use of pornography) is sinful (Matt 15:18-20; 1 Corinthians 6:9-10) and that activities that give the appearance of sexual immorality should be avoided by staff.

    We believe that God offers redemption and restoration to all who confess and forsake their sin, seeking His mercy and forgiveness through Jesus Christ (Acts 3:19-21; Romans 10:9-10; 1 Corinthians 6:9-11).

    We believe that in order to preserve the function and integrity of White’s Residential & Family Services as the local Body of Christ, and to provide a biblical role model to the White’s Residential & Family Services clients, fellow staff members and the community, it is imperative that all persons employed by White’s Residential & Family Services in any capacity, or who serve as volunteers, agree to and abide by this Statement (Mathew 5:16; Philippians 2:14-16; I Thessalonians 5:22).

    I affirm that I am a Christian, I have read and agree with White’s Residential and Family Services’ Code of Conduct, and I agree to make lifestyle choices that are consistent with White’s Residential and Family Services’ Code of Conduct. I understand that my employment at White’s is contingent upon me living a lifestyle that is consistent with this Code of Conduct.