FLSA Status: Non-exempt

Pay rate: Starting at $20.00 hr. (Personalized salary reflecting your related experience and academic/credentialed background)

SUMMARY OF DUTIES

The Office Manager is responsible for direct supervision of Administrative Staff assigned to multiple programs and /or satellite programs. Assists Program Director in carrying out fiscal and administrative duties.

SUPERVISORY RESPONSIBILITIES

• This position is responsible for the oversight of administrative positions including: Senior Customer Service Representatives (CSRs), CSRs, Client Support Specialists, Security Staff, and Interpreters. Supervisory responsibilities of these direct reports include consistent coaching, feedback, & development, review & approval of timecards, and completing performance reviews & development plans.

POSITION RESPONSIBILITIES

• Support day to day front office operations
• Assigns work to administrative staff, indicating priority and required completion date, and monitors quality and timeliness of outputs.
• Uphold organization policies and standards, ensuring front office operational guidelines are followed.
• Report to Facilities any Facilities needs and maintenance issues.
• Is responsible, with input from the Director of Front Operations and Program Director, for the recruitment, selection and job performance evaluation of clerical staff and providing training and orientation for new administrative staff.
• Performs system user setup and carries out requests for new users in Electronic Medical and Insurance Databases/Systems.
• Develops and maintains record-keeping and client scheduling and billing system utilizing Agency software.
• Originates and implements improvements in office organization.
• Meets agency Key Performance Indicators.
• Maintain Sign in Sheets for Groups/Scan/Save
• Participates in various meetings.
• Record meeting minutes and distribute accordingly.
• Maintain and reconcile program budget as requested (Health Home OM only).
• Work on the collection of Co-Payments, reports and collaborate with QI Team on process improvement projects and outcomes of audits.
• Receives, disburses and keeps records of petty cash & other cash funds.
• Maintains and records all purchases with credit cards.
• Maintain the waiting rooms, and ensure all proper signage are displayed appropriately as per QI, Finance, and HR requests.
• Manages the office coverage schedule, CSR's schedules, time off and attendance records.
• Provides administrative support to Program Director, as needed.
• Maintains confidentiality of communications.
• Work on various weekly reports as well as any other reports as assigned.
• Manages ordering of supplies
• Assists with health inspections and audits
• Reports any building issues to Facilities.
• Manages client transportation needs including Medicaid Answering Services (MAS) system.
• Maintains client confidentiality at all times following all agency and HIPPA policies.
• Completes all trainings required by the agency.
• Performs all other duties as assigned.

QUALIFICATIONS

• High school diploma or equivalent plus three years of experience performing some combination of secretarial and data input duties -OR- Associates degree with courses in typing and computer operations.
• Two years of supervisory experience in supervision of staff required.
• Ability to establish and maintain good working relationships with other employees, supervisors, as well as with the general public.
• Ability to approach the work grounded in the organization's values of: trauma informed care, racial equity and leadership development.
• Effective Supervisory skills, i.e: active listening, coordination, monitoring, reading comprehension, social perceptiveness, etc.
• The ability to exercise patience, discretion, good judgement, tact, empathy and confidentially
• Ability to adapt to rapid change and engage in creative thinking and innovation.
• Knowledge of and the ability to use Microsoft Suite (Word, Outlook, Excel)
• Knowledge of and the ability to use office equipment (copiers, scanners, fax machines)
• Experience using Electronic Medical Records software, with an openness to learn new programs
• Reliable transportation with ability to travel between sites and/or external agencies as needed.

Some things you can look forward to:

• Welcoming, team environment, that inspires you to thrive and be your BestSelf!
• Rewarding work experience!
• Generous paid time off
• Flexible schedule
• Various student loan forgiveness programs
• Multiple and diverse health insurance options
• Many other unique lifestyle & personal insurance options
• Tuition reimbursement
• CASAC certification tuition support
• Professional license/certification renewal reimbursement
• Defensive driving course reimbursement (if required for position)
• Career growth and advancement opportunities
• We look forward to telling you more!

Benefits include:

• Multiple health insurance options
• Employee referral bonus
• Tuition Reimbursement
• Clinical license renewal reimbursement
• Generous paid time