Position Summary

One-Day-At-A-Time (ODAAT), a program partner of the Urban Affairs Coalition (UAC), is currently looking for an individual to fill the full-time position of OFFICE MANAGER/COMMUNICATION ASSISTANT (OMCA).  

 

The OMCA provides administrative, telecommunication, informatics, and fiscal support to the Revenue Cycle Manager, Clinical Director and VP, Strategy and Finance in order to achieve the organization’s mission, goals and objectives. The OMCA also provides programmatic support to our target population including, but not limited to, Drug and Alcohol, in-the-field contact, client intake, community awareness, program outreach, HIV/AIDS support and homeless outreach administrative support. The OMCA will also support human resources, accounts payable, front office administration, and switchboard management. With that, this position provides the Executive Team with maintaining a corporate working environment that attracts and retains high quality staff, corporate visitors and quality assurance for clients in need of respectable services.

Key Duties & Responsibilities:

  • Coordinate activities of corporate programs with inter-related activities, departments and staff to ensure optimum efficiency and compliance in addition to maintaining  appropriate policies, procedures and specifications;
  • Prepare the monthly ODAAT calendar, coordinate the SOW reports in support of the Clinical director and team. 
  • Provide periodic reports, financial statements and records on program activities, progress, status or other special reports for management or outside agencies, as requested;
  • Evaluate program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action, as needed;
  • Develop and recommend new or revised policies, program goals and objectives to ensure front office, and ODAAT-wide program synergy and cooperation;
  • Develop and schedule front office use, spatial plan and security protocols in accordance with Executive Team specifications and funding limitations; oversees daily office operations and coordinates activities of program spatial use; determines priorities;
  • Monitor and support the deliberation of office expenditures ensuring that budgets are not overspent and allocations are balanced; provide AP/AR support as needed;

Management and Supervision:

  • In the Director’s absence or with instruction, directs the daily operations of the corporate office; oversees client care, on-site client intake and discharge.
  • Attends relevant workshops/seminars and maintains professional relationships in the field.
  • Ensures the safety and sanitation of all public areas, to protect the health of both clients and visitors. Investigates employee accident reports. Responsible for assuring that policies and procedures are followed.
  • Ensures that accurate and complete records for ODAAT clients, staff and volunteers, safety policies, and facility maintenance are maintained as required by ODAAT policies, city contracts/ordinances and state and federal laws.
  • Regularly compiles and presents reports to the Director, Human Services (HS) Rep, Executive Team and City monitors on facility operations and activities, as needed. At the Director’s request, coordinates efforts with Chief of Staff and Shelter Director to develop long-range programs and review policies and procedures. 
  • Supports the Director and Manager with new and on-going organizational development projects regularly to determine and implement needed changes. 
  • Regularly reviews facility policy and procedures manuals, and standard operating procedures to assure compliance with local, state and federal guidelines, and the facility mission.
  • Works with the internal and external HR reps to ensure appropriate and timely hiring of open positions, as well as train and develop assigned personnel as needed. 
  • Schedules and monitors front office staff and coordinates client care/peer support volunteers to ensure the corporate and shelter facilities are adequately staffed to provide proper care and maintenance 365 days a year, as needed.
  • Monitors safety compliance of staff and volunteers. 
  • Meets with the client care/peer support staff, administrative office staff, and/or volunteers on a regular basis to ensure work product outcomes as needed. Works positively and collaboratively with staff to achieve client outcome goals. 
  • Institutes staff training to assure staff is aware of new and revised policies, procedures, rules and regulations, and to share ideas to improve client care and customer services.
  • As time permits, may be involved in grant research, writing, and submission.

Client Care:

  • Works with Case Managers and Outreach staff around the general health of clients on a regular basis looking for signs of stress, illness, injury, aggressive tendencies (either towards staff or other clients) and abnormal behaviors. Determines the need for immediate and/or emergency care and arranges transport for ill clients to clinic or ambulatory services, as needed. 
  • Works cooperatively and professionally with all staff programs, partner agency staff and client control/law enforcement personnel, when needed. 
  • Reports any significant physical, behavioral or emotional issues regarding clients to the safety officers and supervisors.
  • In cooperation with the Outreach Program Manager, maintains shelter records for each client including but not limited to all client-related records and populations each day.
  • Supports the ordering and inventory maintenance of all food and sustentation supplies, cleaning solutions and equipment, and that appropriate quantities of all supplies are on hand at all times. Supports the oversight of donation inventories and manages collection of donations from individuals and businesses.
  • With the Auxiliary and Community Outreach Coordinators, facilities maintenance staff and volunteers, ensures tasks for keeping corporate facility safe and clean. Ensures that all equipment used in the operations is maintained in proper and safe working order.

Customer Service and Outreach:

  • Develops and maintains positive, professional relationships with the public, staff, volunteers, and others.
  • Takes control of tense situations with distraught and/or angry consumers and assists staff with resolution of difficult situations. Quickly and appropriately notifies the supervisors and Executive team about situations that are not easily and immediately resolved.
  • Responds to complaints about staff, client care, and ODAAT policies. Responds to volunteer and community concerns regarding client issues, as requested. Assists staff when dealing with difficult situations and daily operational issues.
  • Promotes and facilitates client satisfaction. Supports the provision of accurate information about clients, ensuring facility and program information is kept up-to-date, reviewing all MOUs/agreements and client records for accuracy and completeness, as needed.
  • Under the direction of the Director, works with recognized, professionals including social workers, case managers and other program partner staff. 
  • Participates in special projects as needed, including annual fundraising events and employee development programs.
  • Provides and/or delegates clerical and other support, including but not limited to: checking voice mail, returning phone calls and/or notify appropriate parties (i.e., the President), and file documents at ODAAT administrative office, support in writing of the Annual and Quarterly Report, assist with communications/public relations (including but not limited to contacting volunteers, preparing newsletter mailings, press releases, public representation on behalf of ODAAT, web presence), assist with fundraising efforts, including but not limited general operations, and capital needs.
  • Support staff, students, and others in providing technical advice, problem solving assistance, answers to questions and program goals and policy interpretation; 
  • Assist with and/or coordinate communication and promotional literature for distribution such as: web design/maintenance, social media, newsletters, brochures or flyers. This includes coordinating the process from development through publication and distribution. 
  • Work with Community Outreach Coordinator for the management and creation of  recovery groups, workshops, meetings or conferences, as needed. This includes coordinating logistics, scheduling and participant communications for staff and clients.
  • Interact and maintain communications with students, faculty, staff and external community agencies in facilitating program objectives.

Education, Knowledge, Skills & Abilities (Minimum Qualifications):

  • High School diploma, required; Associates’ degree (AA/AS) preferred;
  • Must have the ability to work independently and can provide technical assistance to other team members;
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.);
  • Excellent verbal and written communication skills;
  • Must be able to prioritize and meet deadlines; 
  • Able to develop rapport, provide information, and refer with sensitivity to cultural issues. 
  • Ability to work and communicate with staff, clients and their families, donors, vendors, community agencies, etc. to meet their needs in a polite, courteous and cooperative manner, yet appropriate assertive as situation may demand;
  • Display a high level of initiative, effort and commitment towards completing assignments efficiently;
  • Possess excellent time management skills and the ability to work with minimum supervision;
  • Ability to transport individuals as needed, and travel to various sites and locations daily;
  • Knowledge of budgeting and accounting principles preferred;
  • Able to meet an occasional flexible work schedule including evenings and weekends, and availability by telephone and/or cell phone;
  • Bilingual a plus;
  • Other duties as assigned.

MORE DETAILS

LICENSES AND CERTIFICATIONS 

  • Valid Pennsylvania driver’s license preferred.
  • Proof of Insurance, preferred.

 

PHYSICAL REQUIREMENTS 

  • Able to lift/move weight up to 35 lbs. 
  • Vision adequate to perform the responsibilities and functions of the job efficiently. 
  • Must be able to sit for 3 or more hours per day.
  • Must be able to stand for 2 or more hours per day.
  • Must be able to operate a computer/hand-held digital device for more than 2 hours per day.
  • Ability to drive or ride in a moving vehicle for no less than 2 hours per day, preferred.

WORK ENVIRONMENT

The employee will work in an office and public, service-delivery environment. Hectic situations can occur in the public area of the facility characteristic to working with the homeless community and the related concerns and situations related to homeless conditions. Potential exists for volatile and unpredictable situations to occur. May experience exposure to strong odors such as soiled clothes and poor hygiene. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Contact Info

Interested applicants should email their cover letter and resume along with salary requirements (including position in subject) to: One-Day-At-A-Time (ODAAT)

E-mail: ODAATCareers@Gmail.com  

Telephone calls will not be accepted

UAC/ODAAT is an Equal Opportunity Employer

Category: Jobs