The Office Manager is responsible for ensuring the agency’s building complies with all licensures and that the office operates properly for clients, staff, and visitors. This position will perform daily in-office duties professionally to ensure that appropriate office management and compliance actions are implemented.

Job Type: Contract

Pay: $20.00 - $25.00 per hour Part-time 

(possible full-time) (possible bonuses)

Minimum Qualifications, Education & Experience:

• 2 years experience as an Office Manager (Required)
• 1-year experience as a Compliance Manager (a plus)

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) (Required)

• One year of experience working in a behavioral healthcare environment (a plus)

• Associate’s Degree (a plus)

• Strong attention to detail and ability to meet tight deadlines
• Self-motivated
• Ability to multi-task and prioritize well while under pressure
• Perform internal monitoring and auditing (a plus)

Duties Include:

• Greet people entering the building, answer any questions, provide directions, and alert staff when someone is there to meet or visit them.
• Answer a multiple-line phone system, manage calls by routing them to the proper extensions or taking messages and delivering them within our message system, and set up conference calls as requested.
• Manage the building log of who is entering and exiting the building.
• Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system, and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup.
• Serve as the face of the company, offering friendly service to those entering the building or calling in on the phone.
• Maintain the reception area, keeping it clean and free of clutter.
• Handle filing and data entry as requested.

• Greet walk-in clients and ensure their comfort while they wait for their scheduled appointment or to attend a group.

• Conducts daily, weekly, and monthly client chart auditing (staff & client signatures, etc.).
• Conducts intakes and admittance of clients.
• Upload documents into the EMR system (admissions, drug screens, etc.)
• Assist in collecting staff invoices for timely processing of payroll.
• Assist in the revision of the agency’s policies and procedures when needed
• Ensures office compliance with all legal and regulatory licensures (CARF, DHR, DBHDD, DATEP, etc.)
• Provide support on documentation management for insurance claims and referral sources when needed.
• Oversees the agency's critical incident reporting, emergency, and safety procedures.
• Consults about ethical issues when necessary & uses appropriate steps to resolve ethical dilemmas.
• Provide updated marketing material for staff, clients, and referrals.
• Scheduling and administration of staff meetings.
• Provide support to clinical and medical staff for proper compliance and utilization procedures.
• Perform regular internal auditing of building (facility maintenance, equipment, supplies, etc.).
• Audit assessment intakes (client initially seen, ongoing frequency of assessments, etc.).
• Perform other tasks as needed.