Divisional Office Manager

SAFY of America; Beavercreek (OH); On-site; USD 23,419 - 34,440; Full time

Benefits offered by this job

Medical, Dental, Vision

Disability, Life Insurance

401(k) Retirement plan with company '

Job summary

SAFY of America is hiring a Divisional Office Manager for the Dayton, Ohio division. The role oversees administrative functions of the divisional office and supports customer service, data entry, and file compliance duties.

Responsibilities include greeting visitors, handling mail, scheduling, and event planning, with focus on teamwork across SAFY staff. The position requires a high school diploma or equivalent and at least one year of relevant experience.

Qualifications

• High School diploma or equivalent; Associate degree preferred.
• One year of relevant experience.

Responsibilities

• Unlock entrance doors and remove phone from night ring to open office.
• Greet visitors and answer calls on multi line phone system.
• Process incoming and outgoing divisional mail.
• Assist scheduling for mental health clients where applicable.
• Provide support to licensing unit and triage in crisis situations.
• Create and execute divisional events and trainings.

Skills

Customer service

Data entry

Organizational skills

Education

High School diploma or equivalent

Associate’s degree preferred

Job description

SAFY is seeking a full time Divisional Office Manager for our Dayton division in Ohio. As a Divisional Office Manager you will be responsible for the administrative function for a divisional office.

Who We Are

At SAFY, our mission is Preserving Families & Securing Futures. For 40 years, our work has rested on a single, radical idea - children belong in families. We believe that every child and family deserve the opportunity to reach their full potential. We are a team of 500 employees across seven states providing services such as Family Preservation & Reunification, Behavioral Health, Therapeutic Foster Care, Adoption Services and Older Youth Services so the families and children we serve can build resilience and thrive.

What You'll Do

Customer Service

• Unlock entrance doors and remove phone from night ring to open office.
• At the end of the day, lock entrance to close the office.
• Greet visitors and answer calls on multi line phone system.
• Responsible for processing incoming and outgoing divisional mail.
• Where applicable, assist scheduling for mental health clients.
• Provide support as needed to licensing unit.
• Triage with appropriate staff in crisis situations.
• Assist with creating, planning, and executing divisional events and programs, including trainings.
• Serve as a liaison between the divisional office and the Service Center.

Data Entry

• Maintain accurate census count daily in accordance with agency procedure.
• Track and maintain date sensitive documents such as: training activities, open bed list, referral lists, staff roster, etc.

File Compliance Duties

• Oversee and/or implement the creation and maintenance of files from opening to closure (including but not limited to foster care youth, foster parent and outpatient files). Purge records as required by agency policy.
• Process background checks (i.e. foster parents, respite providers, employees, volunteers, interns).
• Develop and implement plan for scanning all appropriate records.
• Update and maintain all manuals, meeting minutes, state rules documents, etc. Distribute to staff or appropriate parties as required.
• Create and maintain tracking system for all agency equipment, lease agreements, and equipment/building inspections.
• Assist in preparation for audits, such as maintain files, review of documents, etc.
• Oversee office janitorial services and ensure the office is clean at all times.
• Order and maintain supply inventory.
• Maintain petty cash.

Other

• Establish and maintain a positive working relationship with all levels of SAFY staff by participating in joint meetings, and problem identification and resolution.
• Establish and maintain a supportive and positive working relationship with youth, foster parents, referring agencies, and other SAFY stake holders.
• Attend relevant in-house and external seminars, trainings, conferences and workshops to develop and enhance knowledge in the designated area as well as achieve relevant education hours per year to enhance professional and job related skills.
• Attends required meetings within division, region, and central office (team and/or community partners).
• Participate in assigned committees and chairs if so appointed. If appointed, maintains liaisons with state and national organizations.
• Meets regularly with supervisor to discuss issues and performance.
• Submit monthly/quarterly reports to immediate supervisor.
• Sensitive and responsive to the cultural differences of staff, SAFY youth, foster parents, referral sources and the public.
• Other duties as assigned by supervisor.

What You Bring

We are looking for people from diverse backgrounds and experiences who are inspired by our noble mission to make a difference in the lives of the children and families in our care. You'll be right at home if you are willing to learn from successes as well as setbacks, persevere in challenges and adversity, cultivate collaborative relationships, understand and leverage diversity, advocate for equity, aspire to work inclusively, and partner to drive your work and that of your team to the next level.

Qualifications

• High School diploma or equivalent. Associate’s degree in appropriate course of study preferred
• One year of relevant experience

What We Offer

• Targeted hiring range: $17.000 - 25.00/ hr.
• Compensation is commensurate with transferrable experience, education and licensure of candidate, location of the position, along with internal equity and budgeted amount for the role.
• Comprehensive benefit plan options including Medical, Dental, Vision, Disability, Life Insurance, Flexible Spending and Health Savings account options to meet your needs
• 401(k) Retirement plan with company match
• 10 paid holidays + 3 floating holidays per year, generous sick & vacation time and an additional day off for your birthday
• All regular full and part time staff are eligible for quarterly and/or annual bonuses
• Tuition Reimbursement up to $5,000 each year
• CEU Reimbursement up to $1,000 each year
• On demand access to earned wages through Zayzoon
• Gain leadership skills, develop your clinical expertise, or earn CEUs with access to over 1,000 courses on our learning platform or through our talented in-house training department
• Clinical Supervision Reimbursement up to $300 per month
• Employee Assistance Program with 6 free visits per issue
• Free Financial Advisor Services
• Support Services for alternative Health Insurance and benefit credit reimbursement options
• Employee and Foster Parent Referral bonus program
• Leave donation program
• Adoption Assistance
• Mileage reimbursement
• Your choice of company paid cell phone or phone stipend
• Company laptop

SAFY is proud to be an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. SAFY does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, arrest record, conviction record, or any other personal characteristic protected by applicable law. This policy covers all programs, services, policies, and procedures of SAFY, including recruiting, hiring, training, promotion, and administering all personnel actions, such as compensation, benefits, transfers, layoffs or terminations.