Office Manager

 

 

 

SUMMARY 

The Office Manager, Programs and Services, manages the overall office functions of the Fleshman Pratt Education Center and the Intellectual & Developmental Disabilities Ministry (I/DDM).  Duties include accounting for revenue and expenses, record keeping, processing payroll and accruals, and other administrative needs for the I/DDM, Greater Vision (GV), and Oak Ranch (OR) programs to ensure excellent internal reporting, financial management, and control.   Administrative duties could be completed for other service areas as well, as needed.  The Office Manager must see the whole picture of the ministries and requires excellent communication and coordination with various team members, including the I/DD team across the state, the teams of GV, OR, the Business Office, the Chief Operating Officer, the Senior Director of Special Ministries, as well as with various state agencies, vendors, clients, and other stakeholders.  Annually completes training to complete expertise in his/her field.  

 

QUALIFICATIONS:

* Meets all legal requirements and the general employment qualifications as outlined in the personnel policies of the Agency.

* Minimum of High School Diploma; Associates Degree in Accounting preferred.  

* A minimum of two years of advanced training and/or previous administrative experience required.

* Excellent verbal and written communication skills, ability to multi-task, with the ability to positively represent the agency to internal and external contacts.

* Must be proficient in Microsoft Software applications and data base programs, Accounts Receivable, and Accounts Payable. Knowledge of Medicaid or medical billing is a plus. Knowledge of Therap & Paycor a plus.

* Has ability to relate to people meaningfully and to function as a member of the Agency team.

* Possesses initiative to handle and complete multiple tasks and work independently.

* Education, experience, skills, and abilities compatible with the responsibilities outlined in this job description.

 

* Has knowledge and understanding of the Agency’s structures services, policies and procedures, job performance requirements, and related jobs.

* Participates as a team member by sharing responsibilities and supporting other team members.

* Maintains personal growth and skill development by participating in training opportunities to enhance job performance.

* Performs work, following these guidelines:  establishes priorities, sets and evaluates goals and strategies, sets and implements tasks, follows through on assigned tasks, does work accurately, completes tasks promptly, takes care of equipment, and makes use of problem-solving process.

* Proficiently operates office equipment required for the position (i.e., computer, copy/scanner machine, fax machine, adding machine, etc).

* Uses proper grammar, spelling, and punctuation.

* Communicates with the public, in oral and written form, in a tactful and effective manner.

* Handles phone calls courteously, promptly, and responsibly.

* Keeps Google calendar updated with appointments and deadlines.

* Possesses excellent organizational skills and maintains an orderly and up-to-date filing system.

* Handles confidential information in a professional manner.

* Carries responsibilities assigned by supervisor with competence and minimal supervision.

* Respects the cultural and socioeconomic diversity of staff members and residents in care and strives to create a positive relationship within BCH.

* Participates in the agency’s Performance Quality Improvement (PQI) program as needed.

 

* Maintains the I/DD office at Fleshman Pratt to include, ordering supplies, submitting maintenance requests, managing Fleshman Pratt multi-purpose room and community/client events that are held.  

* Directs incoming calls and assists prospective resident families by gathering information. Refers families to the Program Coordinator. 

* Assists with administrative duties for the Senior Director, Special Ministries and other I/DDM leadership.

* Assists with some administrative duties for the GV and OR ministries.

* Works closely with Program Coordinator and Sr. Human Resources Director to ensure coordination of FMLA, Worker’s Comp Claims, and Vehicle Accident Reporting.

* Approves invoices up to $2,500.  

* Processes I/DDM petty cash reports, and monitors gift card tracking for I/DDM, GV, and OR.

* Assists with processing credit card statements for I/DDM, GV, and OR, correcting errors and resubmitting reports.

* Tracks FMLA leave for I/DDM, GV, and OR staff using the tracking spreadsheet.  

* Prepares confidential monthly payroll for I/DDM, GV, and OR staff and sends to the Payroll Manager.

* Balances and maintains monthly accruals for benefits for I/DDM, GV, and OR staff.

* Prepares/reviews monthly billing summaries for Business Office and files Medicaid & Innovations claims, Long Term Community Support claims, and Alternative Family Living invoices promptly, ensuring they are all paid quickly and accurately.  Refile claims as necessary.

* Corresponds with proper outside agencies as needed when claim issues arise (MCO, NC Tracks, Kepro, Therap).

* Corresponds with state agencies, such as DSS for Special Assistance or Medicaid issues or with ARC/HUD for rent and maintenance issues, as needed. 

* Sends out client statements and assists in collection of client accounts should there be issues and develops payment plans as needed.  Phone calls or letters to the family may be necessary.

* Assists with yearly budget preparation as needed.

* Works with the office of VP of Properties to ensure individuals who contract with us to provide service have the proper worker’s compensation, general liability, and automobile insurance required by our insurance agency.

* Attends and participates in quarterly I/DDM meetings, including Peer Review of personnel files. Assists with providing lunch and snacks, making copies, setting up for meetings/events.

* Schedules and assists with internal financial audits of the group homes, which involves travel to the sites bi-annually. Sends summary report of findings to I/DDM admin team. 

* Attends in person conferences, trainings, webinars, and informational meetings beneficial to the I/DD program.

* Attends webinars to keep up to date with ongoing changes with each MCO & Therap.

* Maintains the current Master staffing list, active and inactive staff as well as the Staff List by Group Home.

* Works closely with the business office for credit card issues.

* Keep Personal Care Service (PCS) Spreadsheet updated monthly.

* Maintains a spreadsheet for Utility providers, along with contact information and account numbers for each area.

* Informs business office of resident admissions and discharges for allowance purposes, and maintains the Master resident listing, active and inactive, as well as the Resident List by Group Home.

* Picks up and distributes I/DDM Interoffice mail weekly.

* Mails out weekly envelopes to I/DD homes.

* Prepares monthly occupancy report for ARC/HUD and assists with new admission applications.

* Assists with processing of restricted cash gifts, and gift in kind forms.

* Serves as a liaison with the cleaning vendor to ensure accountability and satisfaction.

* Willing to perform other duties as assigned by supervisor.

 

* Works under the direct supervision of the Senior Director, Special Ministries.

* Participates in new staff orientation which is scheduled and conducted by the supervisor.

* Participates in 90-day and annual performance evaluations and periodic supervision conferences.

* Maintains an open line of communication with supervisor. Requests conferences, as needed, to be able to perform tasks effectively.

* Participates in staff training opportunities provided by the Agency as requested by the supervisor.

 

EQUIPMENT:

Ability to operate standard office machines such as copier, computer, scanner, fax, calculator, etc. Ability to work within Google, Excel, and Word software programs and other software programs used by I/DDM, Greater Vision (GV), and Oak Ranch (OR) programs.

Ability to read, analyze, and interpret general information.  Ability to effectively communicate with others, including managers, clients, customers, and the general public.  

Regular contact with colleagues in all departments, as well as with outside individuals and groups; should represent Baptist Children's Homes of NC, Inc. in a positive manner.  Contacts outside of the agency where proper handling of situations is of utmost importance as the agency’s image could be affected.

Excellent mathematical skills and the ability use accounting software and calculator to calculate figures.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and ability to draw conclusions. Specific vision abilities required by this job include close vision, and ability to adjust focus.  Must be able to talk and hear both in person and on the telephone. 

Complies with agency policies and procedures concerning confidentiality, including payroll, budgeting and HIPAA regulations involving all aspects of client information, which include day to day care of the residents, case records, family information, medical information, psychological services, etc. which if disclosed, would have adverse internal and/or external effect, and could result in termination of employment. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to drive and get in and out of a vehicle unassisted and regularly required to sit and stand, use hands and fingers, walk, reach with hands and arms, and occasionally lift 30 pounds.  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; usual office working conditions.