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Title

Office Manager 

About the Organization Easterseals Louisiana (ESL) is a nonprofit organization whose mission is to change the way the world defines and views disabilities by making profound, positive differences in people's lives everyday. Established in 1951, our organization supports over 8,600 individuals (whom we refer to as Participants) with a variety of disabilities. A leading provider of disability services, ESL has physical locations in 8 regions of Louisiana and our array of programs include; support coordination (case management) for children, adults and elderly participants, a wide range of behavioral health and housing services, early intervention services for infants and toddlers, and a school setting called The Chartwell Center in New Orleans.

Because we support so many participants with a range of needs, we have learned that disability looks different for everyone, and it is our goal to help our participants thrive and live their lives to their fullest potential. ESL believes that everyone deserves opportunities to be active and productive members of their communities. We strive to make a life of purpose and independence possible for our participants through our commitment to quality support, innovative service offerings, and continuous organizational evolution. We are seeking mission-driven individuals to join our team, who will help us deliver a life of independence, relationships, and meaning to our participants.
 
Description

General Office Duties

  • Greet and assist all visitors to the office while maintaining confidentiality.

  • Answer incoming telephone calls daily, route calls to appropriate staff and/or take and distribute detailed and accurate messages to staff as needed.

  • Serve as back up to the SPOE office assistant

  • Assist with maintenance of the Copy/Print/Fax machine and be the liaison with the copy vendor. Maintain an IT closet and communicate with the IT consultant about any IT issues.

  • Follow HIPAA guidelines always. Since the workspace is in the public, HIPAA protected files must be managed appropriately and put away daily.

  • Filing, Scanning, errands and other basic administrative duties as needed for the executive team members.

  • Maintain Postage as needed and distribute mail daily. Take mail down to the mailbox and coordinate any shipping needs.

  • Records minutes from quarterly Easterseals Louisiana Board of Directors meetings

  • Coordinate Board Meeting setup to include room reservations, AV, and food and beverages.

  • Maintain Board of Director roster and letterhead and distribute annually as required.

  • Communicate with the Board of Directors as requested by the CEO to include meeting invites, emails and providing copies of any documents needed for meetings.

  • Assist with fundraising events as needed.

  • Complete Building maintenance request and be the building liaison.

  • Order name tags and branded materials

  • Reserve conference room as needed.

  • Issue keys, and manage parking access for all office team members.

  • Ensure office supplies are maintained to include the Kitchen.

  • Member of the office Hype Team assisting with coordination of office gatherings.

  • Assist with referring callers to any resources needed.

  • Schedule and invite all corporate office teams to staff meetings as needed.

  • Be the safety team representative and train any new hires on proper safety procedures. As well as ensure all drills are completed and documented as required. Ensure first aid supplies are maintained.

  • Ensure cleanliness of common areas to include; front desk, kitchen, sitting area, boardroom and copy area.

Accounting Related Duties

  • Logs incoming checks

  • Fills out Bank deposits

Southern Housing Programs and Mental Health First Aid Support

  • Assist in administrative components of multiple contracts

Special Projects as needed

Mental Health First Aid Support

  • Assist in administrative components of contract (Finding Trainers, Scheduling Classes)

CEO, COO & VP SUPPORT

  • Assist with Annual Medicaid/Vendor Recerts

 
Position Requirements

QUALIFICATIONS:

  • The requirements listed above are representative of the knowledge, skill, and/or ability required.

  • Individuals must be able to perform the essential duties satisfactorily, following the standards of business etiquette.

  • Must have a High School Diploma or equivalent.

  • Desktop Computer Skills – Microsoft Office Products, Google products

PHYSICAL REQUIREMENTS – with or without reasonable accommodation:

  • The employee is regularly required to operate a computer, file and retrieve written documents, communicate with others on the phone and in person.

  • The employee is frequently required to walk, sit, use hands, and lift and/or move lightweight items.

  • The employee has the ability to move independently within the facility and community.

WORKING CONDITIONS:

  • Work is performed in a normal working office setting that is environmentally controlled. The noise level in the work environment is quiet to moderate.

  • This position is performed 100% in the corporate office.

 
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently accepting applications.

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