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Job Description and Profile

The SOM supports the staff’s needs by providing the tools required to be successful in their positions. The SOM is responsible to ensure the building is safe, in compliance to building codes, and certifying building standards as required.

Reports to: Executive Director

Site Office Manager (SOM):

• Management and supervision of employees and their productivity
• Responds proactively resolves any complaints and problems presented by staff, clients, patients, and families
• Review, approve or deny Time Off Requests
• Timesheets – Review and approve or deny time entries by managing employees’ schedules and having firsthand knowledge of time worked or missed and ensure entries are correct before approving and ensure timely submission
• Scheduling to ensure there is always appropriate office coverage
• Ensure employees are attending meetings and trainings and are held accountable
• Complete staff utilization reports to ensure efficient time management
• Manage office meetings and agendas and ensure time is used efficiently
• Manage and provide oversight of Petty Cash
• Conduct timely employees’ performance evaluations and work closely with Human Resources on any performance issues to be addressed timely and proactively
• Manage employee relations within the office to ensure cohesiveness and collaboration within the team
• Attending Weekly Manager's Meeting for Agency
• Helping to answer phones or fill in whenever needed in the office
• Provide oversight of all orders of testing supplies and forms
• Provide oversight of office files and records and coordinate training for the agency in coordination with department managers
• Assist with any audits and Quality Assurances of all functions in their office
• Provide support to assist front-end staff in all aspects of patient care as needed
• Monitors administration of established standards, policies, and procedures
• Complies with federal, state, and local legal requirements
• Thoroughly understands all company policies and procedures in order to administer and communicate them effectively and appropriately to employees
• Participates in executive, management, and agency staff meetings and attends other meetings and seminars as required.
• Plan, direct, manage, and coordinate work activities of employees
• Aids in general government of employee and patients’ reporting’s such as census and statistics
• Protects organization's value by keeping information confidential
• Continue professional development by participating in conferences and educational opportunities; maintaining personal networks; participating in professional organizations
• Participate in new employee hires interviews and phone screens
• Work closely with Human Resources Manager and Operations Manager to onboard new team members, including coordination with IT, Facilities, space, office equipment and furniture, email, telephone, and other items to ensure everything is in place when new employees commence employment
• Ensures building is safe, up to building codes and certifying required building standards.

Employee Relations:

• Improves manager and employee performance by identifying and clarifying problems; evaluating potential solutions; implementing selected solution; coaching and counseling employees
• Assists in training employees, development programs, and individual career-paths
• Tracking of staff performance evaluations and anniversary dates to ensure timely performance evaluations are completed and conducted, working closely with Human Resources Manager to recommend salary increases
• Complete clear and concise employee performance evaluations that will assist employees in their performance and development goals
• Works closely with Human Resources Generalist in the employees’ progressive discipline system as needed
• Monitors the implementation of a Performance Improvement Plan (PIP) with employees requiring job performance improvements
• With assistance from the Human Resources Generalist provides recommendations for employment terminations
• Ensures fairness and consistency in compensation plans between employees
• Manages employee communications and feedback through such avenues as office staff meetings, suggestion programs, one-on-one meetings
• Assist when an emergency occurs such as weather delays or power outages and communicates with staff and management

Skills and Competencies:

• Broad knowledge and experience in employee development, employee relations, safety, training, and development
• Leadership ability to manage challenges and oversee employees
• Demonstrated ability to serve as a successful participant on the executive management team that provides leadership and direction
• Demonstrated ability to interact and communicate effectively with the Executive Director, Clinical Director, Human Resource Generalist, Finance Manager and Operations Specialist in support of the employees and the Site Office
• Highly competent to read, interpret and communicate documents such as safety rules, policies and procedures, lease and legal agreements, and benefits plan documents
• Ability to establish and maintain effective work relationships at all levels of the organization, including employees, leadership, patients, vendors, and associations
• Thorough understanding of benefits programs and the ability to effectively explain program details to a diverse community of employees
• Exemplary customer service skills, including ability to create positive first impressions and develop partnerships internally and externally
• Excellent interpersonal and strong oral and written communication skills
• Excellent organizational and multi-tasking skills, including strong attention to detail
• Able to work on multiple projects and effectively manage changing priorities
• Able to maintain confidentiality of sensitive documents and information
• Excellent writing abilities, to author and edit reports and correspondence
• Proficiency in software applications, using Microsoft Office (Outlook, Word, Excel, Access & Power Point)
• Other duties, responsibilities, and assignments as needed

• Must be a citizen of the United States or is lawfully entitled to remain and work in the United States –proof of citizenship or proof that an applicant is able to work in the United States
• Must be over 21 years of age
• Must pass FBI Criminal background check
• Must Pass any drug testing as required by the Agency
• Drivers’ History Report with no major violations
• Proficiency in software applications, using Microsoft Office (Outlook, Word, Excel, Access & Power Point)
• Excellent organizational and problem-solving skills
• Ability to work collaboratively with colleagues
• Able to maintain confidentiality of sensitive documents and information
• Five (5) years minimum experience working in all functional areas of office management
• If in recovery candidate must have a minimum of 2 years of sobriety
• Bachelor’s Degree from an accredited college or university in a field of social science as approved by the Nevada State Board or bachelor’s degree in Human Services Management, Business Administration, or related field, or equivalent combination of education/experience

• These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Site Office Manager (SOM) position. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Site Office Manager (SOM) job.
• The employee is often required to sit and use their hands and fingers, required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Work Environment

The company retains and reserves any or all rights to change, modify, amend, add to, or delete from any section of this document as it deems, in its judgment, to be proper.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Ability to Relocate:

• Dayton, NV 89403: Relocate before starting work (Preferred)

Work Location: In person