Office Manager - Pediatric Office

POSITION: Office Manager - Pediatric Office

SALARY: TBD

REPORTS TO: Practice Administrator

Angel Kids Pediatrics is the largest Pediatric group in Jacksonville, FL, with 7 offices and 15 providers caring for more than 40,000 families in the greater Jacksonville area, our practice is growing and is looking for an Office Manager, who has experience in managing and coordinating a medical office.

SUMMARY: Manages and coordinates office operations and activities in medical Pediatric office

DUTIES AND RESPONSIBILITIES: 

• Manages and organizes office operations and procedures including but not limited to, Team huddles, overseeing VFC program.
• Orders and maintains office supplies and inventory.
• Maintains office equipment;  
• Analyzes and maximizes office productivity. 
• Establishes, modifies, implements, and monitors systems and procedures to enhance timely and efficient workflow. 
• Establishes and monitors uniform correspondence procedures and style practices. 
• Manages office security system.
• Prepares reports and correspondence as needed. 
• Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.

• Supervises, motivates, and develops office staff; manages schedules and workflow.

• Assigns duties and monitors quality of work; assures staff conforms to organizational policies, procedures, and government regulations.
• Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
• Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.
• Performs other related duties as assigned by management. 

SUPERVISORY RESPONSIBILITIES:

• Directly supervises staff in the office
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 

QUALIFICATIONS: 

 Basic competence in duties and tasks of supervised employees.

• Excellent verbal and written communication skills.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage

 Priorities and workflow.

• Experience in medical office management 
• Ability to work independently and as a member of various teams and

     Committees.

• Acute attention to detail.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions
• Demonstrated ability to plan and organize projects.
• Versatility, flexibility, and a willingness to work within constantly changing

     Priorities with enthusiasm.

• Must be able to speak, read, write, and understand the primary language(s) used

     In the workplace.

• Bilingual skills a plus.

PREFERRED EDUCATION AND EXPERIENCE:

• Associates degree from an Accredited College/University or Military experience 
• 4 to 6 years' related experience in medical office management.

COMPETENCIES:

• Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills--Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. 
• Oral Communication--Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. 
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. 
• Change Management—Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results 
• Delegation--Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Leadership--Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Managing People--Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services; Continually works to improve supervisory skills. 
• Diversity--Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
• Ethics--Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Judgment--Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 
• Quality--Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. 
• Safety and Security--Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability--Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. 
• Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. 

Equal Employment Opportunity

It is the policy of AKP to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, religion, ancestry, national origin, marital status, veteran status, or other legally protected group status. It is our intent and desire that equal employment opportunities will be provided in employment, recruitment, selection compensation, benefits, promotion, demotion, layoff, termination and all other terms and conditions of employment. AKP is committed to this policy and its enforcement

Other Duties

Travel:  Travel is primarily within the Jacksonville area during the business day between the Seven Angel Kids Pediatrics locations.

 Work Environment

This job operates in a professional medical office environment.   This job also operates in a fast paced, highly customer service environment, working with Children and Family/ Guardian’s.  This role routinely uses standard office equipment such as laptop computers and smartphones as well as medical equipment.

 Physical Demands

While performing the duties and responsibilities of office manager, you will be required to stand, walk or sit for long hours.  The employee must be able to occasionally move or lift at least 20 lbs.  The employee must be able to communicate efficiently in front of large or small crowds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 

 Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 6 p.m. Take calls on the weekend.