OFFICE MANAGER - CAS

• Position Overview:

This position is full time with a regular, but flexible, 40 hour per week schedule. The individual who holds this position is responsible for supervising and coordinating the clerical activities of his/her assigned Site. Priority tasks include, but are not limited to: screening and recommending for hire potential clerical staff candidates; providing supervision and coordination of the clerical staff activities; and ensuring that high-quality clerical support services are provided to consumers and professional staff. This position may also be responsible for a variety of tasks that are Site-specific in nature, but nonetheless essential to the smooth functioning of his/her Site, under the heading of “Miscellaneous Duties”. This position reports to the Site Administrator; however can report, by assignment, to an appropriate designee of the Site Administrator.

• Major Tasks / Responsibilities

• Clerical Staff Supervision

• Screens, interviews, checks references, facilitates background checks, and/or otherwise participates in the selection of clerical candidates as outlined in FRBH current hiring protocols
• Provides direct supervision to clerical staff members
• Ensures that clerical staff members are instructed in ethical and professional skills for interacting with consumers
• Ensures that all clerical staff members are instructed in all job-relevant corporate policies, procedures, protocols and practices
• Ensures that all clerical staff member actions or omissions that are ethically or professionally questionable are immediately reported and addressed
• Conducts clerical staff members performance evaluations in compliance with Corporate Policies and Procedures
• Advises the Site Administrator when additional training is needed for any individual clerical staff member or the group as a whole

• Clerical Activities Coordination, Scheduling and Administration

• Develops and maintains schedules for clerical staff coverage for the hours the Site is open
• Serves as clerical coverage when necessary or appropriate
• Ensures that consumers are treated with appropriate respect and compassion
• Ensures that consumer scheduling is administered according to Corporate Policy
• Ensures that consumer intake processing is administered according to Corporate Policy
• Ensures that billing for services, including same-day collections from consumers, is expedited according to Corporate Policy
• Oversees cash funds (e.g. petty cash, collection change funds) as assigned
• Ensures that all incoming communications (physical, telephonic and/or electronic) are managed according to Corporate Policy
• Ensures that Medical Record documentation (physical or electronic) is processed, handled, maintained, secured, audited, closed, and archived according to Corporate Policy
• Ensures that all information released from consumer records are done so in compliance with Corporate Policy
• Ensures that professional (or otherwise serviced) staff are provided with all clerical support services that have been deemed necessary by policy, procedure, protocol, practice, or other supervisory directive
• Assists in identifying and securing resources needed to conduct programs administered through his/her Site
• Maintains an inventory of supplies necessary for the operation of the Site’s clerical activities
• Ensures that all assigned periodic reports or other data submissions are accurate and timely

• Miscellaneous

• Meets productivity standards as assigned.
• Works cooperatively with other Office Managers to facilitate smooth inter-Site functioning
• Takes minutes of Site Staff Meetings, maintains records of same, and submits copies as requested
• Maintains any resource or other informational files as assigned by the Site Administrator
• Attends periodic meetings and/or trainings as assigned
• Performs other duties or responsibilities as needed or assigned.

• Minimum Qualifications

• Must either:

• Possess an Associates Degree in an applied business technology and one (1) year of experience in service to a health care industry program; or
• Possess a Business School Diploma in an applied business technology and two (2) years experience in service to a health care industry program, or
• Possess a High School Diploma or GED and five (5) years experience in service to a health care industry program.

• Must either:

• Have successful supervisory experience, or
• Have an endorsement from his/her most recent supervisor that there is “reason to believe” the individual could be successful as a supervisor.

• Must have good keyboarding, computer and general office skills; information systems experience preferred.
• Must have references which report excellent skills in exercising good judgment, courtesy, and tact in dealing with consumers.
• Must have a valid driver’s license and insurable driving record.
• Must pass all required background checks.