Office Manager

$45,760 - $52,000/Yr

New Hope Wellness - Richmond, VA

Part-time - Entry Level

Richmond, VA

Ambulatory Health Care Services

About the position

The Office Manager position at New Hope Wellness is a part-time role that requires a dedicated individual to manage various administrative tasks and support the overall operations of the office. The successful candidate will be responsible for maintaining a professional environment, ensuring that all office functions run smoothly, and providing support to both staff and clients. This role involves a variety of responsibilities, including managing HR documentation, overseeing payroll processes, and maintaining compliance with relevant regulations. The Office Manager will also play a key role in onboarding new staff and ensuring that all training requirements are met. The ideal candidate will possess strong organizational skills, the ability to prioritize tasks effectively, and a commitment to maintaining confidentiality in all aspects of their work. In addition to the core responsibilities, the Office Manager will be expected to contribute positively to the workplace culture by serving as a role model for professionalism and courtesy. This includes greeting guests, answering phone calls, and providing information in a clear and friendly manner. The role requires a proactive approach to problem-solving and the ability to adapt to changing circumstances while maintaining high standards of accuracy and quality in all tasks. The Office Manager will also be responsible for managing office supplies, accounts payable, and maintaining communication with the Program Manager regarding staffing performance and concerns. Overall, this position is crucial for ensuring that the office operates efficiently and effectively, supporting both staff and clients in a positive environment.

Responsibilities

• Assist with the answering of phone lines professionally; evaluate caller needs/direct to appropriate administrative staff
• Greet all guests professionally
• Remain aware of DMAS and Human Rights regulations and company standards
• Draft and post hiring ads as needed to maintain staffing requirements
• Coordinate onboarding training for new staff and recertification training for all current staff
• Monitor HR documentation expiration dates and notify staff accordingly to maintain compliant HR records
• Submit appropriate background check forms for all staff members and maintain appropriate background check documents
• Manage and maintain all HR and payroll records
• Receive timesheets weekly from all counselor staff
• Receive invoices weekly from all contractors and clinical staff
• Submit payroll weekly to payroll processing company
• Maintain weekly billing log
• Submit weekly billing log to billing contractor
• Order office supplies as needed monthly
• Manage accounts payable monthly
• Communicate weekly with Program Manager regarding staffing performance or concerns
• Perform other duties as assigned

Requirements

• A minimum of 2 years office experience
• Human Resource experience preferred but not necessary
• Experience organizing and managing large quantities of files and records
• Proficiency with MS Office program and ability to create spreadsheets and databases with Excel
• Strong ability to take initiative
• Strong organizational skills and ability to self-direct
• Ability to meet deadlines
• Ability to maintain confidentiality
• Ability to react to change productively and handle other essential tasks as assigned
• Ability to prioritize, multi-task, and produce high quality and accurate work