Office Manager

Job Title: Office Manager

Location/s:

Reports To: Practice Manager/ Administrator

FLSA Status: Exempt

Prepared Date: February 24th, 2023 (Rev. 07/2023 nv)

Summary

The Office Manager plays an essential role in the practice. He/she is responsible for managing administrative and clinical staff and oversee office flow and patient flow as well as ensuring that day to day operations run smoothly by developing systems and procedures to ensure optimal efficiency, ensuring that the employees have adequate training, resources, and support, and that the patient’s needs are being met.

The Office Manager is responsible for managing the overall compliance and certification programs, information technology, and building maintenance. Strong organization and communication skills are imperative to the success of this position.

Supervisory Responsibilities

Manages the activities of all administrative and clinical staff at assigned Locations. Work and cover for the Office Managers at the other locations as needed.

• Overseeing the work of all office employees to ensure they work productively and meet deadlines and company standards
• Counseling any employees struggling in their roles
• Answering telephone calls and emails from customers and clients and directing them to relevant staff
• Creating an office budget and ensuring all employees follow it
• Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
• Interviewing and training new office employees and organizing their employment paperwork
• Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
• Reporting office progress to senior management and working with them to improve office operations and procedures

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Bachelor's degree (B. A.) from a four-year college or university; or 5 to 10 years related experience and/or training; or equivalent combination of education and experience.
• Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills: To perform this job successfully, an individual should have knowledge of Accounting software; Contact Management systems; Database software; Human Resource systems; Internet software; Inventory software; Spreadsheet software and Word Processing software.
• Other Skills and Abilities: Must have a positive outlook and have the ability to interact with a diverse group of people.