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Careers

Office Manager

Job Type: full time

POSITION SUMMARY

Manages all administrative and support functions for the outpatient units, ensuring consistency and standardization. Reviews and modifies administrative processes and procedures to promote efficiency, consistency and quality across all programs assigned.

ESSENTIAL POSITION DUTIES AND RESPONSIBILITIES

  1. Enforces agency policies and procedures and may develop new policies and procedures under supervisory direction.
  2. Instructs, assigns, schedules, checks, and appraises the performance of staff assigned. Hires and provides corrective action under supervisory direction. Plans, assigns, directs, and coordinates the work of assigned staff (where applicable) providing technical and general clerical support for the outpatient units.
  3. Manages the day-to-day operations of the front office including customer service, the scheduling of appointments, troubleshooting, and triaging issues that arise.
  4. Ensures the safety and cleanliness of waiting areas, break rooms, conference rooms, and file rooms.
  5. Plans and develops a program for instructing, training, reviewing, and evaluating support staff engaged in performing activities required for the efficient operation of the program. Assists staff in improving and updating professional skills by providing them with information relative to pertinent conferences and seminars, new techniques in the field, and current and pending legislation affecting mental health services affecting operations.
  6. Performs liaison duties between Outpatient Managers and other employees ensuring that adequate clerical support is provided and that departmental policies and procedures are adhered to.
  7. Monitors the flow of work assignments performed by support staff in the front office to maintain an acceptable level of work performance.
  8. Resolves job-related problems or conflicts in work assignments or work schedules involving administrative and support staff.
  9. Supervises and/or assists in the preparation and maintenance of outpatient accounting, personnel, payroll, and related documents and records.
  10. Oversees purchase and inventory management and monitoring of expenses for programs assigned.
  11. Support clinical staff, office flow, schedules, and billing/coding functions to ensure smooth front office operations.
  12. Provides secretarial duties to Outpatient Managers and Deputy Director including typing, scheduling appointments, and screening phone calls as needed.
  13. Answers both general and specific inquiries regarding departmental procedures, some of which may require detailed interpretation of departmental policies and procedures.
  14. Operates and troubleshoots a variety of office machines, such as personal computers, copiers, printers, dictation recorders, postage meters, digital cameras/printers, coffee machines, etc.
  15. Ensures that paperwork is maintained in accordance with Medicaid and Department of Community Health guidelines, as well as policies and procedures.
  16. Maintenance of support staff, transportation staff, and physician time off calendar.
  17. Maintenance of cash drawers.
  18. Manage the rotation of staff minutes, late-night staff, and opening staff.
  19. Manage medical records requests, incident reports, hospital discharge tracking reports, vehicle maintenance logs/reports, alarm codes, and phone lists.
  20. Demonstrates knowledge of principles of trauma-informed care and willingness to support and assist individuals with trauma-related issues.
  21. May collaborate with external funding sources if necessary
  22. Other duties as may be assigned.

KNOWLEDGE AND EDUCATION

High School Diploma or GED Certificate.

WORK EXPERIENCE

Have Four (4) years of responsible full-time clerical experience, one (1) of which included lead duties over other clerical staff in a fast-paced, high volume environment.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties and skills required.

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