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Office Manager

Company: NVT Staffing
Location: Kensington
Posted on: October 19, 2020

Job Description:

Summary and Responsibilities: The Office Manager is responsible for managing the day-to-day activities of a local office, as well as planning, overseeing and executing projects related to human resources operations, payroll, accounts payable, Information Technology (IT) and office management while ensuring compliance with federal and state guidelines, as well as company mission, and values. 1. Leads the Branch Human Resources Operations Function from pre-employment to off-boarding (35%) a) Works closely with the corporate Human Resources (HR) team, as well as HR data entry to minimize the branch's risks in all matters pertaining to employees. b) Manages the pre-employment process and requirements, including but not limited to state and national criminal background checks; employment references/verifications; drug tests (when applicable); PPD screening; completion of employment eligibility to work in the US form (I-9); and coordination and facilitation of orientation. Scan new hire paper work to HR data entry prior to new employee orientation and/or employee start date. c) Process all employee off-boarding including, accurately completing and scanning PAF, exit checklist; collecting company property and documents supporting the termination of employment (i.e. - resignation letter, performance action plan, etc.) d) Responsible for timely collection, scanning, and updating of all employee documents in the electronic employee files, medical files, I-9 electronic files, as well as, accurately process/enter Events in the Cerner database. e) Run monthly reports on required Events; send communication to each employee within 30-days of expiration of required Event; communicate plan to Clinical Managers and Branch Administrator. Send final notice and suspension letter to employees who do not comply with request. f) Initiate and process Leave of Absence (FMLA and Non-FMLA); and worker's compensation. Submit all documents accurately and timely (within 24-hours for worker's compensation incidents). g) Accurately and timely submits all Personnel Action Forms (PAF) new hires, change of status, pay changes, and Contractor Action Form (CAF),ensuring accuracy and providing supporting documentation to support change (i.e. payroll calculator, offer letter, resignation, etc.). h) Assist employees with benefits explanation, submission, or termination; lead the annual benefits open enrollment process for assigned branch. i) Responsible for employee recognition program and employee engagement activities. j) Manages temporary office staff and/or Office Assistant when applicable. 2. Leads and manages the processing of Payroll and Accounts Payable (20%) a) Process payroll; reviewing and scanning DAR/time sheet review, payroll corrections, and paycheck distributions. Assign Paycards and complete excel spreadsheet timely to ensure payroll is accurate. b) Reviews all invoices for accuracy and submits to Branch Administrator for review. Submit to Accounts Payable for processing and tracks until payment is completed. 3. Serves as the Information Technology (IT) branch liaison (30%) a) Works closely with the Corporate IT department in managing all Point of Care devices (tablets) for the branch to include assigning, troubleshooting and synchronizing tablets. b) Mails, receives, and manages inventory of all Tablets for the branch. 4. Coordinates and maintains daily operations of branch office (15%) a) Manages the reception area to insure effective telephone, mail and fax communications both internally and externally. b) Monitors and purchases office supplies. c) Responsible for facility services such as recycling, paper shredding, bottled water delivery, office keys, and electronic access cards, on- and off-site record storage. d) Acts as project manager for special projects, including planning and coordinating multiple presentations, disseminating information and organizing activities and events to include staff meetings. e) Performs related duties as needed. Job Requirements: Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: --- A bachelor's degree in Management or Human Resources strongly preferred --- Must possess an Associate's degree or equivalent --- Must possess at least three (3) years' experience in office management --- Must possess at least one (1) years' experience in supervisory role --- Healthcare experience preferred --- Must possess a working knowledge of human resources concepts and practices Expected Behaviors: --- Consistent delivery of quality customer service --- Exemplify the company values --- Serve as an employee advocate --- Demonstrates skill in diplomacy and conflict resolution --- Proven ability to function efficiently in stressful work environment --- Mature interpersonal skills: communicates effectively with diverse groups --- Recognition of and commitment to maintaining confidentiality --- Proven ability to juggle multiple competing tasks and demands with a sense of urgency --- Discipline to adhere to established timelines Language Skills: --- Ability to communicate clearly and easily in verbal and written English --- Ability to read, analyze, and interpret procedures and regulations --- Ability to write reports and business correspondence --- Ability to effectively present information and respond to questions from groups of managers, central office clients, customers, and the general public Reasoning Ability: --- Ability to define problems, collect data, establish facts, and draw valid conclusions --- Ability to interpret an extensive variety of technical, and regulatory instructions, and deal with numerous issues and problems involving management of diverse and multi-disciplinary staff Other Skills and Abilities --- Proficient in computer skills required, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Publisher). --- Working knowledge of mail processes such as postage machine, Federal Express and UPS; as well as telephone and basic network/server systems. Physical Demands and Work Environment: --- The physical demands of this position primarily require the use of hands and fingers, with periods of standing and sitting in the work area --- Abilities such as vision, hearing, talking, sitting, standing and walking are also required --- Regular and recurring frequency of light to moderate physical exertion includes: lifting, bending, pushing, pulling, stooping, kneeling; carrying light to heavy items such as books, papers, files, medical/office supplies --- There may occasionally be a need to lift and/or move up to 25 pounds --- The noise level in the work environment is usually moderate --- Transportation between multiple work sites may be required as necessary --- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties

Keywords: NVT Staffing, Washington DC , Office Manager, Administration, Clerical , Kensington, DC

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