Office Administrator

Easterseals Blake Foundation


Date: 2 weeks ago
City: Tucson, AZ
Salary: $45,000 - $60,000 per year
Contract type: Full time

Easterseals Blake Foundation started as the Cerebral Palsy Foundation of Southern Arizona. Since then, we have expanded our services to better serve our community members. We are now one of Arizona's top providers of comprehensive behavioral health services, child welfare, and services for individuals with intellectual and developmental disabilities. We serve more than 40,000 individuals and families across 10 counties and support more than 3,700 children in Foster Care throughout Southern Arizona. Are you ready to make profound, positive differences in people's lives every day?

We offer our full-time employees the following benefits:

  • Medical, Dental and Vision
  • Flexible Spending Account and Dependent Flexible Spending Account
  • Health Savings Account
  • Voluntary Life insurance
  • Voluntary Short-term Disability insurance
  • Critical Illness insurance
  • Accident insurance
  • Employer paid life insurance, long-term disability insurance, and Employee Assistance Program

General Position Description:

Responsible for the oversight and day to office management for all IDD programs.

Essential Duties and Responsibilities:

  • Responsible for the management and completion of the program billing for all IDD programs including but not limited to submitting billing, preparing reports, monitoring ratios, electronic visit verification (EVV) and denial cleanup. Ensures compliance with State and Federal requirement for tips for employees working for the Café.
  • Manages client funds by working with the finance team, preparing and distribution of funds, preparing the monthly reports for the team and department, and completing the reconciliation of the funds.
  • Supervises the transportation for function and ensures compliance with the internal and external requirements. Oversight of the fleet by monitoring millage, usage, and maintenance. Reports quarterly to ADOT all the information regarding our fleet per contract requirements.
  • Responsible for the purchase, levels, and distribution of supplies for the program depending on need and available funds.
  • Compiles, provides, and submit progress reports for members to DDD. Tracks member authorization of their service hours.
  • Assists with personnel file audits and reports and accurately maintain and update employee and training files with Human Resources by ensuring all documents, trainings, and licensing requirements are update.
  • Provides support with special projects and coordinates and supports meetings and trainings as needed.
  • Oversight of support employees in the office and duties available for their training and support. Assistance with member file upkeep and payroll submittal.
  • Secures and maintains information in a highly confidential and proprietary information.
  • Provides a broad range of administrative and supervisory functions. Supervises assigned staff in accordance with EBF personnel practices including recruitment, training, performance evaluations, and day to day scheduling. Participates in the process of ongoing professional development. Maintains comprehensive communication among all contacts within the agency, members, and external agencies. Models professional standards and ethics in accordance with EBF Code of Conduct, Strategic Plan, Mission, and Vision.
  • Perform other duties as assigned.

Requirements:

  • High School diploma/GED with 5 year of administrative supervisory experience, program management, or related required.
  • Bilingual (Spanish) preferred.

Regulatory:

  • Must be at least 21 years of age.
  • Current, unrestricted AZ driver’s license with no more than two (2) minor moving violations or one (1) accident within the past three (3 years). Three (3) years of driving experience required.
  • Must be able to pass a criminal background check.
  • Ability to obtain and maintain an AZ DPS Level 1 fingerprint clearance card (employer provides).
  • CPR and First Aid certification (Employer provides).
  • Ability to obtain and maintain Article IX, and Prevention & Supports certification (paid training).

Skills/Job Knowledge/Abilities:

Able to establish and maintain a team atmosphere of communication and collaboration for all that reach out to the Department. Must be self-directed and be sensitive to cultural and linguistic diversity. Excellent customer service in stressful situations. Maintains a professional in appearance, communications, and actions. Excellent interpersonal communication skills. Ability to complete job responsibilities autonomously without constant oversight. Demonstrate initiative and follow-through in carrying out responsibilities. Demonstrate willingness to accept new responsibilities, accept change and take on responsibility with minimum direction. Strong leadership skills and an ability to work in a collaborative manner with agency staff, families, and the people supported. Excellent problem solving and communication skills. Capacity for mature judgment and ability to handle emergencies in a professional manner. Possess a high level of computer proficiency.

Working Conditions/Physical Requirements (with or without accommodation):

Normal office environment with multiple interruptions in person and through computer and phone. Occasional travel to other locations. Interacts with employees and members of the public on a daily basis. May lift normal office equipment and materials up to 25lbs. Visual acuity to read information from computer screens, forms and to assess the wellbeing of members. Able to speak clearly in conversations, general communications and to communicate verbally with members and emergency personnel as needed for daily operations. Hearing ability for communication in persona, phone, and/or other electronic methods. Manual dexterity to assist members with paperwork and daily functions. Able to stoop, squat, reach, pull, push, stretch, ascend and descend stairs, stand and sit for long periods of time. May be required to work additional hours or days depending on circumstances.

Additional Information:

This job description is not intended to be an exhaustive list of all possible duties, skills job knowledge, responsibilities, and/or qualifications. EBF reserves the right to revise the job description or to assign other duties to this position. This job description is not intended to create a contract or property right to continued employment between the employee and EBF.

Easterseals Blake Foundation and Aviva are an Equal Employment Opportunity and Affirmative action employer that promotes a work environment of inclusion and diversity. We are committed to provide employment opportunities to all candidates based on their qualifications free of discrimination based on race, color, religion, national origin, sex (including pregnancy, sexual orientation or gender identity), age, disability, veteran status, genetic information, mental or physical disability, or any other characteristic protected by law.

If you have any questions, require assistance or reasonable accommodations while seeking employment, please contact the Human Resource Department at [email protected] or call 520-327-1529.

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