Senior Office Manager
Senior Office Manager
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Job Description
Introduction
Make a Difference with DHSS
Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being fostering self-sufficiency and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.
We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.
For more information please visit today!
Summary Statement
Join a team that believes every individual deserves to thrive and help keep our mission moving forward.
Stockley Center located in Southern Delaware is the States only Medicaid-certified Intermediate Care Facility for Individuals with Intellectual and Developmental Disabilities (ICF/IDD). We are seeking an experienced Office Manager to oversee and coordinate the daily operations of our administrative office. Reporting to the Executive Director/Nursing Home Administrator this role is responsible for managing office functions supervising a team of administrative staff and ensuring the delivery of efficient high-quality support services.
Key responsibilities include scheduling communications records management and overall office coordination as well as planning assigning reviewing and coaching administrative team members. The Office Manager ensures smooth workflows promotes collaboration and supports leadership in achieving Stockley Centers mission of providing exceptional care in a unique 24/7 facility.
Essential Functions
- Plans coordinates and manages all aspects of regional county division or department level office operations.
- Interprets explains and ensures compliance with state federal or other relevant laws rules regulations standards policies and procedures.
- Manages administrative support communications and support services including fleet management forms/records management facilities management inventory equipment maintenance and repair mail distribution and other agency-specific functions.
- Conducts research and analyzes data to make recommendations on personnel staff coverage workflow cost reduction recordkeeping performance standards equipment and supply utilization or other functions supported. May assist with onboarding and training of new employees.
- Ensures deadlines and performance measures are met monitors workflow to adjust priorities and recommends improvements.
- Oversees and manages record-keeping systems or logs to file track and retrieve documents.
- Maintains and participates in modernization of information systems or databases.
- Drafts manages and distributes communications and other materials for public and/or internal use.
- Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.
- Supports contracting and procurement processes and monitors adherence to budgets applicable agreements grants or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
- Uses automated information systems and computer software to enter update modify delete retrieve and report on data.
- Performs other related duties as required.
Job Requirements
- One year of experience in evaluating office operations such as workflow priorities and performance and making recommendations for improvements.
- Three years experience in performing administrative specialist work such as composing official documents drafting and distributing communications or other materials tracking and resolving issues with workflow assisting with research special projects or data/information management or other similar work in support of administrative technical program and/or office operations.
- Three years experience in collecting compiling and evaluating data from multiple sources to prepare reports letters or other administrative documents.
- Two years experience in providing guidance and consultation to management customers and others on administrative matters.
- Coursework training and/or work experience in staff supervision which may include performing as a lead worker overseeing the work of others.
Conditions of Hire
Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to ourJob Seeker Resources.
DHSS does not provide employment-based sponsorship.
Pre-employment Drug Testing: Upon a conditional offer you must undergo pre-employment drug testing as part of the hiring process.Upon a conditional offer the applicant must undergo a pre-employment base line two step tuberculin skin test (TST) as part of the hiring process.
Criminal background check:A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.
All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.
Benefits
To learn more about the comprehensive benefit package please visit our website at Process
The application and supplemental questionnaire are evaluated based upon a rating of your education training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment job title and job duties. For education and training list name of educational provider training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment education and training history as it relates to the job requirements.
Once you have submitted your application on-line all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the My Applications tab .
Accommodations
Accommodations are available for applicants with disabilities in all phases of the application and employment process. TDD users may request an auxiliary aid or service by calling or by visiting . You may also call or email for additional applicant services support.
The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression.
Required Experience:
Senior IC
Employment Type
Full-Time
Key Skills
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