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Assistant Office Manager (AOM SSSD)

The Assistant Office Manager/Choice Care at Home provides administrative support to the Office Manager/Choice Care at Home of the Senior Select Services Division. Within this framework, provides support by performing a variety of administrative, secretarial and clerical tasks for the purpose of enhancing client services and staff efficiency. Essential job duties and responsibilities may include some or all of the following essential job functions.

Essential Job Functions:

  • Demonstrate regular, timely attendance as evidenced by reporting to work/meetings when expected and utilizing PTO per Agency policy.
  • Maintain the confidentiality of client, personnel and Agency information.
  • Assure telephones are answered in a prompt and courteous manner.
  • Assist in completion of Intake Form on behalf of potential clients, make sure these completed forms are forwarded to appropriate staff member, log referral, mail appropriate literature to referral and update referral list as indicated.
  • Work closely with the assigned Supervisor to assure the office runs in an efficient manner, bringing any problems to Supervisor's attention.
  • Maintain responsibility for general secretarial support function to the assigned Supervisor to ensure efficient utilization of time.
  • Perform copying functions as directed.
  • Calculate figures (simple arithmetic including addition, subtraction, multiplication and calculation of percentages).
  • Establish and maintain effective working relationships with team members, Agency administration, referral sources, consumers and various community agencies.
  • Demonstrate ability to operate office equipment competently/safely.
  • Communicate in person and by phone with clients and staff regarding requested and available client services.
  • Review work sheets, logs and forms for mathematical accuracy.
  • Prepare information for billing purposes in a timely and accurate manner as required by program guidelines.
  • Participate in emergency after hour’s on-call as assigned.
  • Maintain an accurate filing and information retrieval system, as appropriate.
  • Assist, as directed, in ordering supplies, and maintaining a quantity sufficient for site needs.
  • Travel may be required and may include exposure to changing weather conditions.

Non-Essential Job Functions:

  • Demonstrate flexibility and initiative as evidenced by willingness to learn new skills, actively participate in staff meetings, attend required staff development programs and participate in ad hoc committees, etc. as requested.

Physical and Mental Requirements:

  • Employee must ensure client and employee safety by utilizing universal precautions.
  • Employee must be able to communicate, via the telephone, with clients and members of the community at large, including representatives of other agencies.
  • Employee must be able to perform a wide function of physical activities which may involve: sitting and reaching with hands and arms; pushing; pulling; stooping; bending; and, lifting materials of at least 10 pounds.

Other Skills or Abilitie:

The employee must be able to operate the following equipment:

  • Calculator
  • Copy machine
  • Fax machine
  • Computer/printer
  • Paper shredder
  • Telephone

Qualifications:

The employee must:

  1. High School Diploma/GED preferred, but not necessary.
  2. Be able to function independently and be flexible with changes.
  3. Be able to interact/communicate/cooperate with Agency staff, cooperating agencies and the general public for the purpose of achieving the mission of CCIL as identified in the Agency's Mission Statement.
  4. Communicate (by actions/verbally/in writing) in a manner which demonstrates respect for the dignity and rights of consumers and coworkers.
  5. Agree to state and federal background checks and monthly registry checks through the WV Cares system initially and as needed thereafter.

Work Environment:

The work week may be spent in an office setting where one or more employees may share a work area. While generally air conditioning is provided, there is usually not a means of individually controlling temperatures and/or airflow. Choice Care at Home offices are non-smoking work areas; however, employees may smoke outside of the buildings in designated areas as permitted by local ordinances. Interruptions (in person or by phone) are frequent.

Join Choice Care

Embark on a rewarding journey by joining our dedicated direct care team committed to delivering compassionate and exceptional in-home care services.