Rockingham /Harrisonburg ASAP

Date of revision:  10/21/19

Position:  Office Manager

Pay Grade:  10

Position Description:  The ASAP Office Manager serves as the office manager to the ASAP serving under the supervision and being responsible to the Director of the program.  Please see below for a list of responsibilities.

Responsibilities:

• Assists probationers, court staff, attorneys, other professionals and the general public in providing information concerning the program.
• Supervises fee collections
• Is responsible for accounts payables and receivables.
• Maintains the program’s financial records in QuickBooks, prepares checks, and performs all functions of payroll.
• Administers R/H ASAP’s participation in Virginia’s Debt Set-Off Program.
• Assists with the annual audit.
• Prepares periodic and special reports as requested by the Director.
• Transfers probationers to the appropriate ASAP office or out-of-state comparable program.
• Administers employee benefits such as health and life insurance.
• Supervises part-time clerical staff and occasionally interns.
• Logs all contact (face-to-face, telephone, electronic, etc)into the notes section of the case management data base..
• Requests and logs criminal history records
• Responsible for data entry into the Virginia DMV computer system and running DMV records
• Performs secretarial and receptionist duties including the following:

1.        Prepares client files

2.       Schedules appointments.

3.       Assists with verified sobriety.

4.       Answers phones, records, and relays messages.

5.       Closes and purges probationer files.

6.       Supervises the records management of the office.

Minimum Qualifications:

Completion of a community, junior or business college or equivalent work experience and training which provides required knowledge, skills, and abilities to perform the duties of the job.  Minimum two years experience in clerical work, data entry, and word processing.  Proficiency with Microsoft Windows, Word, QuickBooks, and Excel.  Ability to work with minimum supervision and ability to supervise other clerical staff.  Ability to organize and maintain records.  Ability to communicate effectively orally and in writing.  Mental alertness, clerical aptitude, general knowledge of General Accounting, Bookkeeping, and Mathematics.  Knowledge of and ability to operate general office equipment such as computers, copiers, phone systems, and faxes.   Knowledge of filing systems.  Ability to work with the public.