Office Manager

Posted September 3, 2024

Bright Tomorrows Child Advocacy Center in Pocatello, Idaho, is thrilled to present a unique and exciting employment opportunity for an Office Manager. This role requires a high level of organization and a diverse skill set, emphasizing adaptability and continuous learning. The ability to effectively interact with a wide range of individuals and situations is crucial, as is self-motivation. A prerequisite is proficiency in Google Forms and Docs, the Microsoft Office suite, and basic computer skills. Experience with non-profits or clinic-based settings is a significant advantage, and a genuine passion for working with children is a fundamental requirement for this role.

As a non-profit child advocacy center, we are unwavering in our commitment to providing trauma-informed services to children and adolescents, with the ultimate goal of delivering the highest quality response and support to victims of child abuse. This role is not just a job, but a pivotal and valued part of our mission, making you an integral member of our dedicated team. We are a team that prioritizes wellness and collaboration, united by our shared passion for positively impacting children's lives. We value communication, teamwork, flexibility, and the ability to find joy and hope in witnessing and supporting the healing and resiliency of the incredible children we serve.

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This full-time (32 hours per week) position reports to and works closely with the Executive Director and Clinical Director. We require all potential team members to pass a background check before hiring. The work schedule is Monday through Thursday, as our center is closed on Fridays. We offer a range of benefits, including paid holidays, generous paid personal leave, retirement benefits regardless of employee contribution, and health insurance, prioritizing your well-being and security. We are interested in finding the best candidate for this position; therefore, we encourage you to apply even if you do not think you meet all the qualifications.

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Requirements:

• Passion for working with children and adolescents

• Computer and technology knowledge/experience

• Excellent communication skills, written and verbal

• Flexibility to situations and system changes

• Attention to detail

• Professionalism with phone calls and walk-in traffic

• Warmth, patience, and genuine positive regard for individuals from all ages and backgrounds, especially children and teens

• Team player with a “How can I help?” approach

• Ability to multi-task and work in a fast-paced environment with multiple interruptions

• Consistent

• Reliable

• Organized

• The ability to work independently and as part of a team

Responsibilities:

Communication

• Clear, warm communication with clients, caregivers, other professionals, and team members, including grammar and clarity.

• Detailed message-taking and relaying to the appropriate individual(s)

• Provide support to caregivers calling for information and direction. (Training and support on the specifics of this will be provided).

• Respectfully takes direction from supervisor(s)

• Works collaboratively in a team environment with a spirit of collaboration

• Develops and maintains positive working relationships at all levels of the organization and with community partners to support our client-centered, caring, and collaborative culture.

Facility Management

• Liaise with lawncare, maintenance, and other vendors/contractors regarding center needs

• Maintain a center that is ready for client visits, tours, special events, and fundraisers. Help ensure a warm, welcoming environment for all guests.

• Order and track office and facility supplies

• Processes and prepares incoming and outgoing mail

Administrative Support

• Manage staff and client schedules.

• Schedule forensic interviews and counseling appointments

• Maintain and update electronic health records

• Ensure compliance with records retention policies and requirements.

• Assist with fundraiser planning, preparation, and events (currently about 3 per year)

• Ensure checks and deposits are handled according to business control policies

• Assists in representing Bright Tomorrows to the public, volunteers, and community partners

• Collaborates with the Executive and Clinical Directors to prioritize workload and ensure timely completion of tasks

• Other administrative tasks as needed

Direct Service Assistance

• Greeting clients and caregivers

  • Offer snacks and get them comfortable and settled in the waiting room for appointments

  • Explaining paperwork for them to complete before their appointment

  • Interaction with/supervision of children and families of all ages and backgrounds

  • Comfort talking and playing with children to assist staff during appointments

Of course, other duties as assigned!