Office Manager

Job Type Full-timeDescriptionAGENCY OVERVIEWSince our founding in 1895 in Marin County as an orphanage - and through subsequent years as Sunny Hills Services - Side by Side has been at the forefront of best practices in child welfare, working with the most vulnerable youth in our community. Today, Side by Side operates in four counties - Marin, Alameda, Sonoma, and Napa - across the Bay Area, reaching nearly 2,000 children, young adults, and family members per year with much-needed services relate to behavioral and mental health, early intervention in schools, LGBTQIA+ support, transitional housing for foster youth, and special education.Side By Side places high value on individuals with a passion for helping underserved youth and families in a collaborative and inclusive work culture. We strive to work together to create a trauma-informed workplace where we walk the walk of diversity, equity, inclusion, and belonging principles.Side By Side is a Public Service Loan Forgiveness certified PENSATIONThis position has an annual salary of $66,560.00. This position is exempt.BENEFITS INFORMATION3 weeks of paid vacation for FT employees increasing to 4 weeks of vacation after 2 years of service (for all non-school based employees).2 weeks of sick leave for FT employees with 2 additional sick days for direct service staff and 4 additional for school staff10 paid holidays per year and 1 Self-Care Anniversary Day each year100% employer-paid Medical for FT employees including platinum level Kaiser Permanente insurance or Anthem optionsDental and Vision InsuranceLong Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance403b Retirement PlanProfessional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employerFREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependentsEmployee recognition program with $1,000 bonus awardsEmployee referral bonus of up to $1,000Pet InsuranceJOB SUMMARYThe Office Manager is a key person in the daily organizational administrative functions of all of the programs in the Side by Side Hayward office. The Office Manager directs the physical operations of the office, acts as the Site Tech Coordinator for the region, and plays an important role in communication and coordination of daily activities, and in supporting executive and management staff. Office Manager also plays an important role in offering support and assistance to Real Alternatives clients as well as any other clients who may come into the office.ESSENTIAL DUTIES AND RESPONSIBILITIESOffice and Technology Management Responsible for maintaining the office space and ensuring there is a pleasing atmosphere at the main reception area for agency visitors, youth and staffResponsible for ensuring that office supplies are inventoried and re-stocked as necessaryResponsible for ensuring that office equipment is kept in good working orderResponsible for answering main phone line, checking messages and distributing as necessaryResponsible for overseeing incoming and outgoing mail and the courier service Serve as the primary Side by Side, East Bay liaison for office-related services contracts (e.g. water, PG&E, phones, copy machine, janitorial, property management, file storage, etc).Maintain Side by Side 3P Binder and online resourceEnsure that accounts payable invoices, employee petty cash requests and reconciliations and employee mileage and expense reimbursement requests are properly coded and forwardedDistribute that any checks and mail delivered by courier are appropriately distributedUpload and scan all clinical and program documentation into client files in TIERServe as the Site Technology Coordinator ("Site Tech Coordinator") and provide support to staff in addressing user IT questions, requests and problems, overseeing troubleshooting, system back-ups and program specific software needs Maintain East Bay site computer and phone inventory and manage physical inventory Track all maintenance requests with property managementCoordinate any agency inspections (i.e. Fire Department)Maintain agency vehicle binders, calendars, and keysSuggest ways of decreases program costs, where appropriate. Staff Support Responsible for supporting all new East Bay staff in initial set-up and servicere-ordering of email, cell phones, keys and business cards and obtaining all required documents for personnel filesDistribute all Incident Reports to appropriate parties and then scan and upload Incident Reports into client files in TIERProvide administrative and clerical support to staff as requestedMaintain all staff calendarsServe as a member of Side by Side's Health and Safety Committee and disseminate any pertinent information to staffSupport clinical team with referral and intake tracking and data entry as neededAttend and note take for all appropriate programmatic and staff meetings including deliverableoutcome identification and clarification.Support in the planning and implementation of staff celebrations (holidaynew hiredeparture celebrations)Support the RD, DPPD, and HR in the development, implementation, and evaluation of the regional Title IV-E contractSupport leadership in the creation and distribution of staff satisfaction surveyClient Support Contact and schedule all intake interviews for Real Alternatives clientsSupport youth that enter the building in accessing the program and program representative they are accessing as the first point of contact for the regionSafeguard the dignity and protect the rights and individuality of each youth in care so as to enhance their self- respect RequirementsPOSITION-SPECIFIC COMPETENCIESEnthusiastic and strengths-based approach to partnering with youth and collaborating with peersAbility to work cooperatively in a team environment.Ability to multi-task and prioritize projects and assignments effectively Passion for working with a diverse group of Transition Age Youth (TAY) including youth of color, LGBTQ youth, and youth with disabilities.Knowledge of property maintenance and physical plant up-keepProficiency in Microsoft Office programs, particularly Word and ExcelQUALIFICATIONSHigh School graduate required, Bachelor's degree preferredAt least twenty-one years of ageAt least four years of administrativegeneral office experienceExperience with Transition Age Youth strongly munity Care Licensing fingerprint clearance, which includes: California Department of Justice, FBI and CA Child Abuse Index requiredA valid California driver's license, personal automobile for use on the job, insurable by Side by Side's insurance policy based on DMV record and personal vehicle insurance requiredPlease note that Covid-19 vaccination is mandated for all Side by Side staff, except in cases of approved medical or religious accommodations.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Sitting, walking or standing for extended periods of time.Twisting and bending for brief periods of time.Occasional reaching andor grasping using hands andor arms.Regular use of hands requiring dexterity in using the telephone, computer keyboard, mouse or calculator.Regularly required to talk and hear in person or by telephone.Visual ability to read documents and computer monitor, including distance vision, peripheral vision and depth perception.May be required to lift up to 30 pounds.May be required to ascenddescend stairs.Ability to driveSide by Side provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.Salary Description 66,560.00

Created: 2025-03-05