Office Manager

Description

   Work Hours: 8:30 a.m. - 5:00 p.m. Workdays: Monday – Friday Location: 4522 Fredericksburg Road, A-17 , San Antonio TX. 78210
Mission: The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love.

Summary:  The Office Manager will oversee the daily administrative operations of SABD, ensuring efficiency and organization in support of the program director and staff members. This role requires strong attention to detail, coordination, and resource management to maintain smooth business functions.

Position Responsibilities:

•  * Collect, store, and update client demographic and confidential information in physical files and digital forms as appropriate;
• * Maintain statistical records and report other data as requested by the agency and funding programs (monthly reports and quarterly logic models);
• * Coordinate with the program director on budget monitoring and log billing, assist with contractor invoices and send payment receipt to contractors.
• * Manage in-kind donations and financial transactions in accordance with agency directives.
• * Maintain inventory and oversee procurement of program materials, client layettes, and office supplies
• Maintain background checks for all staff, contractors, and volunteers as needed
• Answer phones and conduct scheduling client intakes and other appointments, along with serving walk in material assistance, as needed;
• Maintain client confidentiality as outlined in HIPAA and Texas Medical Records Act;
• Assist other team members in hospitality items such as monthly team and networking meetings and Doula Workshops;
• Support the training of volunteers in program procedures;
• Recruit, train, and oversee volunteers to assist with administrative duties;
• Maintain current understanding of the standards of practice of Birth and Postpartum Doulas;
• Represent San Antonio Birth Doulas and Catholic Charities at community outreach events, to include community fairs, health fairs, networking events, as needed;
• Attend approved trainings to increase knowledge and skill for professional development;
• Participate in staff meetings at program, department, and agency level, as needed;
• Must complete all required professional development assigned in a timely manner.
• Adhere to the Code of Conduct of the agency and the code of ethics and standards of doulas.
• Must be sensitive to the service population’s cultural and socioeconomic characteristics;
• Adhering to safety training and protocols on a daily basis, and taking precautionary measures to ensure the safety and well-being of self, others;
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information;
• Adherence to the Code of Conduct and the Faith and Moral is mandatory;
•  Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization; and
•  Other duties as assigned by Program Director and direct supervisor.

Competencies:

Communication

Customer Service

Focus 

Managing Change

Thorough

Requirements

  

Minimum Qualifications: 

• Applicants must be at least 21 years of age. 

   Education

•  Bachelor’s Degree preferred, or 1 to 3 years related work experience.

Experience

• Minimum of 1 years’ experience in general office duties

License and Credentials

• Reliable transportation
• Valid driver license, with clean driving record
• Valid vehicle registration
• Valid vehicle insurance
• English / Spanish preferred

Minimum Knowledge and Skills: 

• Minimum of 1 years’ experience in administrative office assistance, to include excellent oral and written 
• communication skills; 
• Extensive working knowledge of Microsoft Office 2010 or more recent productivity suite, including MS Word, MS Excel, and MS Outlook, Google Suite, to include touch screen and “smart” devices;
• A solid grasp of organizational skills and the ability to multi-task;
• Must be detail oriented, organized, self-motivated,