Office Manager/Provider Coordinator

The Office Manager/Provider Coordinator performs office management functions, supervises the front desk staff and manages provider agreements for regulated early learning programs and for relative providers who care for children enrolled through Child Care Works. The Office Manager/Provider Coordinator assists in the management of the Court Care Child Care Program.

• Manages agreements for regulated providers, relative providers and out of County providers.
• Prepares annual provider agreement language following criteria established by the Department of Human Services (DHS)/OCDEL.
• Prepares new provider agreement packets and prepares annual provider agreement renewal packets; distributes packets to approximately 450 providers located in Montgomery County.
• Establishes and maintains an agreement tracking system for each step of the agreement process and completes follow-up to ensure that all steps are completed for each agreement.
• Assists providers in completing agreements as necessary.
• Prepares final rate schedules for inclusion in provider agreements.
• Orients new providers regarding program policies, procedures and reporting requirements.
• Creates and maintains provider records and electronic provider files.
• Collects and updates provider information for parent education in computer database.
• Maintains and updates provider listings and annual provider closures in PELICAN CCW.
• Manages entry of provider rate information in PELICAN at time of initial agreement so that the system reflects accurate fiscal encumbrances and creates accurate payments to providers.
• Manages and completes provider alerts in PELICAN CCW.
• Serves as the primary contact for providers including answering emails and phone calls; directs emails and phone calls to individual caseworkers when necessary.
• Monitors provider regulatory compliance for current address, working phone number etc.
• Completes Personal Interviews to establish provider agreements for relative providers.
• Works closely with other ELRC regions that request changes or updates to provider information and coordinates with ELRC staff from other regions.
• Works with the Fiscal Unit regarding paid closed days on invoices, provider W-9's and payment information for regulated providers, relative providers and out of County providers.
• Supervises and trains front desk receptionists. Monitors the distribution of work and receptionist's work schedules to ensure appropriate coverage of phones and the reception area.
• Completes annual performance evaluations for receptionists.
• Maintains an inventory of office supplies for the ELRC and orders office supplies via requisitions in Infor or by ordering online from Staples, the County supply Room and the print shop.
• Updates existing forms and prepares new forms as needed.
• Oversees office equipment operation. Performs basic maintenance of office equipment including replacement of toner, ribbons, etc.
• Makes contacts for equipment repair and follows up to ensure completion.
• Maintains records of employee Time and Attendance using ADP Time and Attendance, enters weekly time and attendance for all employees of the ELRC and Court Care Child Care.
• Collaborates with the Keystone STARS Coordinator to arrange and schedule provider meetings, reserves rooms for meetings and ensures that the room arrangement is appropriate for the meeting; ensures that necessary supplies and equipment are available.
• Works with the ELRC Administrator on special projects.
• Responsible for reporting Voter Registration Statistics to the State each month.
• Responsible for reporting front desk statistics to the State and HHS as requested.
• Prepares an annual list of the school year begin and end dates for all School Districts in Montgomery County.
• Coordinates school age changes with multi-site providers and caseworkers.
• Scans and indexes documents using OnBase Scanning System.
• Enters work orders using NetFacilities.
• Maintains employee schedule for special events/activities (kitchen cleaning, early dismissal).
• Works cooperatively with members of the staff to ensure that all ELRC functions are accomplished. Shares information and coordinates work around shared tasks.
• Participates in agency wide activities, meetings and projects related to the work of the ELRC.
• Exhibits sensitivity to cultural/economic/educational differences in provider and client populations.
• Orders office supplies for the Court Care Child Care program via requisitions in Infor.
• Designs, formats and updates office and Court Care Child Care publications including brochures, posters and meeting announcements.
• Other duties and responsibilities as assigned by the ELRC Administrator.

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, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma with course work in office skills and/or business.
• Strong office experience with a minimum of 3 years as a manager/supervisor.
• Demonstration of excellent office skills.
• Managerial skills.
• Ability to work independently and as part of a team or group as needed.
• Must possess strong organizational skills, including ability to work with internal and external deadlines and constraints.
• Excellent verbal and written communication skills.
• Demonstrates computer literacy (Proficiency in use of Windows, Word, Excel, Access, Power Point, Publisher).
• Ability to work in various systems including PELICAN CCW, Infor, ADP, Netfacilities, Staples on-line ordering, OnBase Scanning System.
• Knowledge of intra-county departmental procedures.
• High degree of accuracy in record keeping.
• Requires use of a computer and a telephone for 85% of workday, most days.
• Must take and pass clerical tests; the typing test score must be a minimum of 30 WPM and the data entry score must be a minimum of 6000 KPH.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.