What are the responsibilities and job description for the Office Manager position at Civiq Health Llc?
Who We Are
To meet an ever-expanding need for mental health and substance use disorder treatment services in the region, STR Behavioral Health is excited to announce a new PHP/IOP location opening soon in Lancaster, PA. The approach at our treatment centers is firmly rooted in individualized, person-centered care to help clients uncover the why behind their disorders and help them build foundational relationships that help answer the how in moving forward.
What We Offer
- Collaborative environment dedicated to clinical excellence
- Multiple Career Development Pathways
- Company Supported Continuing Education & Certification
- PPO & HDHP Health Plan Options
- Flexible Dental & Vision Plan Options
- 100% Company Paid EAP Emotional Well-Being Support
- 100% Company Paid Critical Illness (with health enrollment plan)
- 100% Company Paid Life & ADD
- 401K with Company Match
- Company-Sponsored HSA, FSA, & DSA Tax Savings Accounts
- Generous Team Member Referral Program
- Parental Leave
Position Summary
This position is responsible in assisting in the daily functions of the treatment programming. These responsibilities include scheduling phone calls, assist with intake needs, orders and distributes supplies. This position is also responsible for maintaining the cleanliness of the facility and safety of employees and clients at all times. This position helps to create a welcoming atmosphere to all visitors and clients and managing those relationships and contacts while promoting a positive culture between staff, clients and any outside parties.
Position Responsibilities
- Answer and direct phone calls
- Signing in all guests to the facility
- Assist in documentation of client services
- Assist in client needs
- Conduct client check ins
- Manage reception area
- Assisting with new intakes and discharges
- Assist NP/PA/Psychiatrist with scheduling and appointments
- Facilitating clinical groups as assigned by supervisor
- Manage supply inventory and supply ordering including UA POC supply
- Ensure supply/storage areas are kept orderly, organized, labeled and stocked
- Manage and communicate facility tour schedule
- Update facility slideshow to present current and up-to-date information
14. Ensure that facility presentations are set up on electronic devices (TVs), staff bios are updated and present
15. Ensure that client food/beverage/refreshments as well as reception/lobby areas and provider offices are appropriately stocked and kept orderly
16. Ensure that designated smoking areas are being used properly and are up to safety and fire codes and that clients, staff and visitors are using the designated smoking areas
17. Report any maintenance/building issues to Executive Director and Property Manager in a timely manner
18. Ensure that group spaces, bathrooms, copy room, conference room and other common areas are neat, orderly and stocked with appropriate supplies
19. Manage relationships with third party vendors
20. Management of facility credit card and Regions updates
21. Complete Expense Report for facility credit card on a monthly basis. Collect client payments for OOP insurance costs and report collections to accounting department. Upload bills from 3rd party vendors to Accounts Payable.
22. Open/close building to facility standards as assigned
23. Navigate client issues and contact Executive Director with any acute or emergency situations
24. APA interventions as needed
25. Perform other duties as assigned
Minimum Requirements
- Minimum high school diploma
- 2 years experience in the human services or customer service field
- Excellent Organization skills
- Excellent Communication skills
Education and Experience
- Knowledge and experience with basic Microsoft software packages
- PHI Access: Office Manager
Physical Requirements
- While performing the duties of this job, the employee will be required to communicate with peers/general public, clients and/or vendor
- Tolerant to various noise levels: noise level in the work environment varies may be very quiet to moderate
- Job performance will require the ability to move throughout the building as well as sit or remain stationary for extended periods of time
- While performing the duties of this job, the employee may be required to talk or hear, sit, stand. walk, reach, climb or balance, stoop, kneel, crouch
- Ability to lift 50 lbs
Skill Competencies
- Organization
- Exceptional Customer Service
- Effective Communication
- Teamwork
- Consistency
- Adaptability
- Forward Thinking
- Time Management
- Continual Learning & Improvement
STR Behavioral Health Provides equal employment opportunities without regard to race, color, creed, ancestry, national origin, ethnicity, sex, gender, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, service in the military, or any other characteristic protected under applicable federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment. STR Behavioral Health reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. Reasonable accommodations may be made to reasonably accommodate qualified individuals with disabilities. This job description is not an employment contract, implied or otherwise. The employment relationship remains At-Will.
