GATEWAYS HOSPITAL & MENTAL HEALTH CENTER
OFFICE MANAGER
GATEWAYS HOSPITAL & MENTAL HEALTH CENTER, Los Angeles, California, United States, 90079
Job Details
Job Location FCTP - Los Angeles, CA
Position Type Full Time
Salary Range $28.14 - $30.16 Hourly
Description
Title of Position:
Office Manager
Location:
CONREP FCTP
Exempt/Non-Exempt:
Non-Exempt
Union/ Non-Union:
Non-Union
Supervisor:
Office and Administrative Support Supervisor
Gateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.
SUMMARY OF POSITION
The Office Manager is responsibilities for answering and directing telephone calls for CONREP Administration and FCTP; monitoring and assisting clients and visitors at the front window; expediting various office operations such as typing, data entry, copying, and filing (including maintaining the archive files); requesting needed documents for files; managing interoffice mail and US mail; faxing, copying, mailing, and tracking of court reports; copying, distributing, and filing court minute orders; notifying clients of doctor's appointments and/or changes and cancellations; calling clients for UA participation; communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions. The Office Manager is responsible for the Life Support process and will work closely with the Business and Finance Offices. The Office Manager is a member of the FCTP Safety Management Team. The Office Manager works closely with the FCTP clinical team, the CONREP Administration clinical team, and the FCTP and CONREP Administration administrative staff. During AWOLs, rehospitalizations, and other client crisis, the Office Manager also works closely with the state hospital staff and assists with client transfers and support documentation. The Office Manager works closely with the FCTP Program Director and the CONREP Director of Evaluations to ensure smooth operation of all processes and assists with any other project indicated by supervisors, as needed. Must maintain a clear criminal record for continued employment eligibility.
ESSENTIALS DUTIES
Performs daily office operations including switchboard/telephone communications, signing clients and visitors in/out of facility, validating parking passes, typing, copying, filing, etc. Operates and understands minor maintenance procedures for office machines. Maintains working knowledge of relevant and current computer software. Manages the notification of computer problems, facility maintenance concerns, and supply needs. Monitors the completion of repairs and delivery of all supplies. Coordinates with Administrative Assistant as needed. Organizes and maintains supply of program forms. On a scheduled basis, delivers all outgoing and interoffice mail to the hospital and/or picks up all incoming and interoffice mail from the hospital. Sorts and distributes mail to staff and clients. Communicating with Engineering and Housekeeping regarding facility needs; Scheduling monthly UAs Ensures the smooth operation of administrative functions within the program, including client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies. Communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions. Act as Safety Officer Notifying clients of doctor's appointments and/or changes and cancellations ESSENTIAL SKILLS
Ability to type 40 wpm without mistakes Knowledge of office machines Computer literacy including experience with Windows, Microsoft Office Suite (i.e., Word, Excel, Power Point, and Outlook), and pdf readers Ability to operate basic telephone system, transfer, and direct calls, and take accurate messages Ability to communicate effectively in English, both verbally and in writing. Ability to produce reports and business correspondence Attention to detail and enjoyment of work requiring this skill Effective interpersonal and organizational skills Ability to work independently and with frequent interruptions. Ability to be flexible, meet deadlines, and prioritize tasks Demonstrated ability to make decisions and work independently when circumstances warrant Ability to work and relate effectively with coworkers, visitors, members of the community, state hospital staff, and law enforcement Ability to work with adult and older adult clients Ability to tactfully relate to mentally ill clients Ability to handle encounters with clients who may be unstable, angry, hostile, agitated, or intoxicated by alcohol or street drugs, in an appropriate and effective manner Ability to use good judgment and to remain calm in crisis situations Ability to cope with situations that cause stress Qualifications
EDUCATION & CERTIFICATES
High School Diploma EXPERIENCE/QUALIFICATIONS
Two (2) years of general typing, clerical, and receptionist experience with at least one (1) year at an executive or administrative level. REQUIREMENTS
Valid California Driver's license. Driving record acceptable for coverage by Gateways insurance carrier.
Job Location FCTP - Los Angeles, CA
Position Type Full Time
Salary Range $28.14 - $30.16 Hourly
Description
Title of Position:
Office Manager
Location:
CONREP FCTP
Exempt/Non-Exempt:
Non-Exempt
Union/ Non-Union:
Non-Union
Supervisor:
Office and Administrative Support Supervisor
Gateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.
SUMMARY OF POSITION
The Office Manager is responsibilities for answering and directing telephone calls for CONREP Administration and FCTP; monitoring and assisting clients and visitors at the front window; expediting various office operations such as typing, data entry, copying, and filing (including maintaining the archive files); requesting needed documents for files; managing interoffice mail and US mail; faxing, copying, mailing, and tracking of court reports; copying, distributing, and filing court minute orders; notifying clients of doctor's appointments and/or changes and cancellations; calling clients for UA participation; communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions. The Office Manager is responsible for the Life Support process and will work closely with the Business and Finance Offices. The Office Manager is a member of the FCTP Safety Management Team. The Office Manager works closely with the FCTP clinical team, the CONREP Administration clinical team, and the FCTP and CONREP Administration administrative staff. During AWOLs, rehospitalizations, and other client crisis, the Office Manager also works closely with the state hospital staff and assists with client transfers and support documentation. The Office Manager works closely with the FCTP Program Director and the CONREP Director of Evaluations to ensure smooth operation of all processes and assists with any other project indicated by supervisors, as needed. Must maintain a clear criminal record for continued employment eligibility.
ESSENTIALS DUTIES
Performs daily office operations including switchboard/telephone communications, signing clients and visitors in/out of facility, validating parking passes, typing, copying, filing, etc. Operates and understands minor maintenance procedures for office machines. Maintains working knowledge of relevant and current computer software. Manages the notification of computer problems, facility maintenance concerns, and supply needs. Monitors the completion of repairs and delivery of all supplies. Coordinates with Administrative Assistant as needed. Organizes and maintains supply of program forms. On a scheduled basis, delivers all outgoing and interoffice mail to the hospital and/or picks up all incoming and interoffice mail from the hospital. Sorts and distributes mail to staff and clients. Communicating with Engineering and Housekeeping regarding facility needs; Scheduling monthly UAs Ensures the smooth operation of administrative functions within the program, including client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies. Communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions. Act as Safety Officer Notifying clients of doctor's appointments and/or changes and cancellations ESSENTIAL SKILLS
Ability to type 40 wpm without mistakes Knowledge of office machines Computer literacy including experience with Windows, Microsoft Office Suite (i.e., Word, Excel, Power Point, and Outlook), and pdf readers Ability to operate basic telephone system, transfer, and direct calls, and take accurate messages Ability to communicate effectively in English, both verbally and in writing. Ability to produce reports and business correspondence Attention to detail and enjoyment of work requiring this skill Effective interpersonal and organizational skills Ability to work independently and with frequent interruptions. Ability to be flexible, meet deadlines, and prioritize tasks Demonstrated ability to make decisions and work independently when circumstances warrant Ability to work and relate effectively with coworkers, visitors, members of the community, state hospital staff, and law enforcement Ability to work with adult and older adult clients Ability to tactfully relate to mentally ill clients Ability to handle encounters with clients who may be unstable, angry, hostile, agitated, or intoxicated by alcohol or street drugs, in an appropriate and effective manner Ability to use good judgment and to remain calm in crisis situations Ability to cope with situations that cause stress Qualifications
EDUCATION & CERTIFICATES
High School Diploma EXPERIENCE/QUALIFICATIONS
Two (2) years of general typing, clerical, and receptionist experience with at least one (1) year at an executive or administrative level. REQUIREMENTS
Valid California Driver's license. Driving record acceptable for coverage by Gateways insurance carrier.