OFFICE SERVICES MANAGER jobs in Portland, ME

Office Operations Manager

The CDS York regional site in Arundel is seeking an Office Operations Manager to help support the people who teach and support children ages birth-5 with disabilities and developmental delays, to prepare them for Kindergarten and beyond! This is a 40 hour per week, calendar year position. Human Resources and Payroll experience preferred. Travel may be required.

SALARY RANGE: $17.90 - $26.59 per hour

Some benefits of CDS employment:

• Maine State Employee Medical coverage
• Dental and Vision Insurance
• Life and Disability Insurance
• 403(b) Retirement Savings Plan
• $250 per year Professional Development Stipend
• Maine State Employee Living Resources Program (Employee Assistance)
• Qualifying employer for the Public Service Loan Forgiveness (PSLF) Program.
• Work/Life Balance
• Paid Vacation
• Paid Sick Time
• Paid Holidays
• Great coworkers, and the satisfaction of helping kiddos who really need you!

SUMMARY DESCRIPTION:

The Office Operations Manager provides assistance to the Site Director and other site employees with daily site functions. Serves as the site’s first level of contact with client base including phone calls, client and visitor contact. Maintains data for required site recordkeeping and assists with site correspondence and mail, all in a confidential manner.

REPRESENTATIVE TASKS may include, but are not limited to:

OFFICE ADMINISTRATION:

• Answer inquires and route all calls to site personnel.
• Order, receive, and maintain inventory of supplies, brochures, and equipment via online purchase requests.
• Handle and distribute all incoming and outgoing site mail.
• Copy and distribute educational records to IFSP/IEP members, e.g. evaluations, ISFP/IEPs, progress reports.
• Assess computer options; obtain units, tech support and repair.
• Facilitate maintenance, repair and replacement of copiers, phone systems, and office furniture.
• Maintain a system of custody tracking for loaned equipment.
• Maintain room calendars for therapies and meetings.
• Manage building security including locks and fire extinguishers.
• Supervise Office Operations Assistant(s).

CHILDFIND:

• Maintain an updated list of referral sources.
• Send the annual Childfind notice.
• Arrange individual and group screenings at site and at programs.
• Manage referrals; collect basic child and family information.
• Assign cases to case managers; balance caseloads.
• Prepare screening folders and permanent files.
• Maintain confidential and non-confidential files inclusive of record destruction.
• Verify complete information in electronic records for children served.

DATA MANAGEMENT:

• Use technology devices effectively to support cross-training activities, data maintenance, troubleshooting technical support -first response capabilities, contracted providers, etc.
• Provide data reports as directed (monthly, in most cases) for management purposes.
• Answer questions from contracted providers.

FISCAL:

• Receive record, deposit checks into State IEU checking account. Send coding information to State IEU.
• Process travel and other reimbursement claims from parents and staff; forward to State IEU for payment.
• Prepare information for file, fiscal, and GSST audits.
• Help to clear suspended invoices and facilitate invoice approvals.
• Track time and service provision for provider block contracts.

HUMAN RESOURCES:

• Enroll new employees in payroll system and conduct exit conferences with those departing.
• Provide handbook, W-4, insurance forms, retirement forms.
• Maintain personnel files: identification forms, training, W-4s, PTO requests, benefit enrollment form, licensing, certification, etc.
• Coordinate with State Office for staff recruitment.
• Track recruitment efforts for State Systemic Improvement Plan.
• Review timecard submissions for payroll.
• Attend confidential and team meetings.

MINIMUM QUALIFICATIONS:

• Associate Degree in related field and two years comparable experience or,
• High School diploma and five years comparable experience.
• Successful background, criminal records, fingerprinting and reference checks

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:

• Ability to interact with a wide variety of people
• Ability to effectively communicate, orally and in writing
• Ability to maintain composure in stressful situations

Please send resume and completed CDS Employment Application (on CDS website) to:

Pam Scribner, Site Director
CDS York
39 Limerick Rd.
Arundel, ME 04046

Child Development Services serves the early intervention and special education needs of Maine's children birth to age five. We have over 350 employees, a large network of contracted providers and currently serve over 3,500 children ages 0 to 5 years.

CDS consist of 10 principal sites throughout Maine with several satellite offices

This posting is being offered by an equal opportunity employer.

Job Type: Full-time

Pay: $17.90 - $26.59 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Veterans’ Preference: Maine law provides a preference to qualified veterans and gold star spouses by ensuring they are offered an interview. If you are a veteran or a gold star spouse and wish to take advantage of this preference, please indicate below. Documentation is required. For more information, visit: https://www.maine.gov/bhr/state-jobs/veterans-preference-in-job-applications.

Please enter 1, 2, or 3 below as appropriate.

1. Not Claiming Veterans’ Preference

2. Veteran Claiming Preference (requires DD Form 214)

3. Gold Star Spouse Claiming Preference (requires DD Form 1300)

Education:

• Associate (Preferred)

Experience:

• Administrative experience: 2 years (Preferred)
• Preschool: 1 year (Preferred)

Ability to Relocate:

• Arundel, ME 04046: Relocate before starting work (Required)

Work Location: In person