BR Office Manager

JOB SUMMARY: The Baton Rouge Office Manager is the face of the Lighthouse. Often the first point of contact for potential clients and guests, the Office Manager creates a welcoming environment and maintains the daily operations of the Baton Rouge Services Center to include the reception desk, visual aids boutique, and support to Lighthouse programs. Excellent organizational skills, computer proficiency, and interpersonal communication skills are required for success.

OFFICE MANAGER RESPONSIBILITIES: 40%

1. Provide a friendly welcome to all clients and guests and offer assistance to meet their needs.
2. Ensure the front entrance and boutique areas remain neat, clean, and safe.
3. Process incoming and outgoing mail. Prepare business letters and manage mailings as required to support all programs.
4. Maintain office equipment servicing.
5. Order office supplies, to include entering purchase orders and submitting invoices in NetSuite. Reconcile orders at the end of the month.
6. Create an office setting that is professional, organized, efficient, and comfortable for staff and guests.
7. Maintain records and electronic files, as needed to support the operations of the Service Center.
8. Perform other duties as assigned by the Director of Baton Rouge Services and Executive Leadership Team.

BOUTIQUE RESPONSIBILITIES: 10%

1. Provide friendly and focused customer care across shopping platforms to manage sales by phone, on-line, or in person. Attend to all customer inquiries within one business day.
2. Connect boutique customers with optimal products and services to meet their needs for independence with vision loss.
3. Maintain comfortable working knowledge of all boutique products to promote sound recommendations and support demonstration, as needed, for customers and promotional events.
4. Ensure the integrity of boutique inventory by following procedures for processing sales, ordering new inventory, replenishing stock, and conducting weekly audits. Ensure pricing in NetSuite matches product tags.
5. Balance cash drawer, complete documentation, and prepare bank deposits by procedure.
6. Collaborate with the boutique associate in New Orleans to ensure consistency across locations.

PROGRAMMATIC SUPPORT RESPONSIBILITIES: 50%

1. Provide programmatic support to Vision Rehabilitation Services. 10%
2. Call scheduled consumers to make appointment reminders, reschedule if needed.
3. Greet consumers upon entry and assist in completing paperwork.
4. Fax Plan of Care and Discharge Summaries to eye doctors.
5. Process Client Equipment Orders Forms and Purchase Equipment Office Forms.
6. Process charges by procedure for medical reimbursement.
7. Document client interactions and case activity by procedure.
8. Provide programmatic support to Deaf Services. 15%
9. Pre-screen a minimum of 20 Region 2 and Region 9 consumers each week from the Louisiana Commission for the Deaf Database.
10. Add eligible names to the Hearing Aid Program shared spreadsheet.
11. Add new consumers to the wait list.
12. Greet consumers.
13. Maintain files.
14. Provide programmatic support to Work Incentives Planning and Assistance (WIPA) Program. 25%
15. Assist Community Work Incentives Coordinators by screening some of the new referrals (through initial contact) to determine if the referral is requesting Information and Referral (I&R) or intensive WIPA services.
16. Mail Release of Information forms and letters to beneficiaries requesting intensive WIPA services.
17. Input beneficiary information into the National WIPA Database.
18. Assist with reading documents (i.e., Benefits Planning Query).
19. Receive and upload Release of Information forms and Benefits Planning Queries (BPQYs) to appropriate folders.

OTHER RESPONSIBILITIES:

1. Run occasional errands to support program needs to include making bank deposits, transporting items between locations, and obtaining supplies, as needed.
2. Foster a team environment with effective communication and a coordinated approach to providing services.
3. Adhere to all Lighthouse Louisiana policies and procedures as required.

JOB QUALIFICATIONS & REQUIREMENTS:

1. Education: Some college or clerical-related advanced training from a business school preferred.
2. Special Knowledge or Skills: Strong interpersonal communication skills to provide optimal customer care to people with all types of personalities. Excellent verbal and written communications. Excellent organizational, time management, and multi-tasking skills. Retail experience with knowledge of inventory management. Must have strong utilization skills of MS Office Suite and competence to manage email, spreadsheet, and on-line tasks.
3. Experience: Minimum of one year’s experience in clerical-related field including, but not limited to, administrative support, clerical, accounting, customer service functions; and two years’ experience in retail store management or associate store management. The WIPA Intake Specialist requires knowledge of disabilities and/or social economic disadvantages and the ability to communicate complex federal and state regulations applicable to Social Security Disability, Supplemental Security Income (SSI), Medicare, and Medicaid to beneficiaries. Training is provided.
4. Supervisory Responsibilities: None.
5. Physical: Physical ability to perform tasks that require bending, lifting, stooping, and reaching overhead. Must be able to lift up to 30 pounds. Able to travel throughout the facility to manage all work responsibilities, breaks, and emergency evacuations safely and effectively, with or without a reasonable accommodation. Must be able to travel throughout the southeast Louisiana region.
6. Personality Traits: Friendly, responsive, helpful, and patient. Maintain professional appearance and attitude appropriate to the position. Ability to maintain confidentiality. Ability to respond to directions and suggestions. Ability to assume responsibility for project completion. Ability to work independently and with a team. Ability to maintain focus on work in a dynamic environment. Analytical thinker who can solve problems effectively and demonstrate good attention to detail. Mission-minded.
7. Work Schedule: Full-time, 40-hours per week. Provide occasional support on weekends and nights, and for special events as needed.
8. Background Check and Drug Testing Required: Employment is contingent upon satisfactory results. An independent suitability and background check is performed through the e-Qip system by the Social Security Administration. Must be able to obtain suitability clearance.

This job description does not imply that these are the only duties to be performed. The incumbent in this position will perform such other tasks as may be required for the effective operation of the Division/Department upon request by his/her supervisor.

Accomplishments in these areas of responsibility will be the basis of the employee’s evaluation, continuation of employment and change in compensation.

At Lighthouse Louisiana, we are committed to the principles of equal employment. We comply with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. We are dedicated to the fulfillment of this policy regarding all aspects of employment including, but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay (and other compensation), termination, and all other terms, conditions, and privileges of employment. In addition, we take affirmative actions to recruit, hire, promote and retain veterans.