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Office Manager

September 22, 2014 - November 30, 2014
Location:National City, CA
Salary Range:$15 per hour
Exempt/Non-Exempt:Non-Exempt
Benefits:Medical, Dental, Vision, Life, LTD, AD&D
Employment Type:Full Time
Department:Renaissance Treatment Center
Description:For more than 118 years Volunteers of America has been the charity to step forward and help the most vulnerable in communities across the United States. Volunteers of America, Southwest inspires hope through its ministry of service by providing individuals and families with the tools they need to improve their quality of life. We operate twenty- eight human service programs in the areas of education and social development of young children, treatment and rehabilitation, housing, veterans and aging services. Each year, more than 13,000 lives are changed through our services. Our programs are located in San Diego, Imperial, Riverside and San Bernardino Counties. To learn more visit us online at www.voa-swcal.org.

Under the supervision of the Program Director, the Office Manager will perform office management functions as they relate to the administration of all Renaissance Treatment Center programs. General administrative duties include data entry, time keeping records, typing, filing, photocopying, and processing billing statements, coding invoices, management of petty cash funds, submitting program deposits, monthly reports, and processing employee timesheets and the ability to demonstrate a working knowledge of all contract(s) objectives, goals and required work ethics and practices.
Duties:• Adhere to Volunteers of America’s Operating and Program’s Policies and Procedures.
• Ensure VOA policies and procedures regarding accounting practices are followed at all times.
• Follow all Safety Policies and Procedures and insure that residents and staff are safe at all times.
• Follow all Disaster Preparedness Procedures as outlined in the Mini-Disaster Program Manual.
• Ability to demonstrate a working knowledge of all State Licensing & Certification Standards and regulations.
• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; performing clerical functions.
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Supervision of client scheduling, registration, medical records, billing and collection, data entry and processing, and cash posting
• Promoting excellent customer service
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains office volunteers by recruiting, selecting, orienting, and training volunteers.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.

Qualifications:Minimum AA degree in Business. 1-3 years paid work experience in a business office or related field. Must be able to read, write and verbally communicate in the English language. Additional requirements include:

• Ability to learn and maintain a working knowledge of alcohol & drug treatment programs and dually diagnosed programs Federal client confidentiality regulations, specifically, CFR 42, PART 2 regulations and Health Insurance Portability and Accountability (HIPAA) confidentiality regulations, pertaining to policies and procedures.
• Demonstrate good judgment, enhancing program effectiveness.
• Must have the ability to respond appropriately in emergency medical situations.
• Good knowledge of accounting principles and practices.
• Ability to work independently, exercise good judgment, and demonstrate good organizational skills.
• Ability to interact effectively, with individuals at various levels in the organization, vendors, and community members.
• Must possess good oral and written communication skills.
• Must be able to type 40 WPM accurately.
• Must have proficiency in Windows, Microsoft Office and Excel.
• Must have ability to interact appropriately with clients on an as needed basis.
• Must have the ability to respond appropriately in case of program incidents or emergency medical situations.
• Must have the ability to document in writing all incidents that related to staff, residents or the facility, per program policy and procedure and within the required time frame. This includes the reporting and documentation of all serious incidents and unusual occurrences relating to both clients and staff.
• Must be flexible to meet scheduling demands.
• Must be free from formal Probation/Parole status for a minimum of one (1) to three (3) years.
• Must have five (5) years continuous sobriety if recovering.
• Must possess a valid California Driver’s License.
• Must obtain TB/UA prior to employment
• Physical (w/in 7 days) of employment.
• Must obtain CPR/1st Aide (w/in 3 months) of employment.
• Must attend VOA’s Mandatory Orientation A & B within one (1) year of hire
• Must attend Cultural Diversity/Sensitivity Training within one (1) year of hire and annually thereafter.
• Must attend Serious Incident and Unusual Occurrence Reporting Training within 30 days of hire.
• Must attend training on Client
• Confidentiality as it relates to CFR 42 and HIPAA regulations annually.


EOE M/V/D/F Applications are only accepted online. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, you may contact us at (619) 282-8211 or hr@voa-swcal.org for assistance.


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