PURPOSE : Oversees daily operation of a fast paced behavioral health clinic office(s) to ensure the agency’s policies, procedures, confidentiality requirements are being followed. This position may oversee one complex site with multiple and differing programs or more that one site with similar programs. The Office Manager 2 may be a working supervisor who also supervises administrative support staff and providing support to clinical staff working with mental health and addictions clients of all ages in person and on the phone. Sites may provide outpatient and/or residential programs.
POSITION SPECIFIC : Must be able to work a flexible schedule: days/evenings.
ESSENTIAL RESPONSIBILITIES :
Act as resource to staff and clients resolving issues related to office operations for various programs.
Supervises administrative staff including hiring, training and addressing performance successes and concerns. Supervisees may be at multiple sites.
Ensures that front office meets standards for productivity, quality and customer service standards or issues are being addressed and documented appropriately.
Consistently meets expectations of the job including teaming with peers to deliver agency mission, participating as an active/prepared team member and meeting defined goals.
Department meets budgetary targets and manages costs effectively.
Provides assistance to direct reports with work issues including establishing clear expectations regarding performance and training.
Provides support and attention to employee successes and addresses performance issues promptly and effectively.
Provides regular supervision to staff (minimally one time per month); performance reviews completed timely and accurately; reviews and approves timesheets.
Responsible for insurance verification calls, administrative intakes, eligibility.
Manage office paperwork and flow.
May coordinate use of facilities and maintenance requests. May oversee facilities planning and maintenance and custodial operations.
Responsible for office supplies budget. Acquire, distribute and store supplies.
Serve as back-up for other administrative positions as needed.
May be responsible for billing and other miscellaneous accounting responsibilities for multiple programs.
Does data entry and runs standard reports needed for budgeting and supervisory responsibilities. Check and respond to e-mail/voice mail throughout the day when working.
Travels between sites or in the community.
Continually increase level of cultural sensitivity, awareness and competency.
Some evenings/weekends required.
Participate in regular individual and team meetings.
High school diploma/GED or equivalent.
Demonstrated 3 - 5 years experience in general office management and/or strong leadership skills. Prior supervisory experience strongly preferred.
Good computer skills including a functional knowledge of Outlook, Word and Excel, 10-key, telephone skills and electronic record systems. Ability to master proprietary software which may include on-line scheduling and billing. Must be able to keyboard 30 wpm. Knowledge and previous experience with office equipment including photocopying, faxing and scanning etc.
Must be multi-task oriented and have ability to work in a fast paced environment.
Understanding of confidentiality requirements.
Demonstrate effective communication skills and ability to provide culturally-competent services to diverse client populations. Ability to balance multiple program and/or site needs.
May require access to a car and valid driver’s license.
Demonstrates effective communication skills and maintains a cooperative working relationship with others in a culturally diverse environment.
Requires ability to work some evenings and/or weekends.