Office Supervisor

Lutheran Social Services of Southern California began in December 1944 when a group of Lutheran congregations in San Diego came together to discuss how to better assist families in need. They began discussing how to form a Welfare Commission. Their vision expanded when they came together with another group of Lutheran congregations in Los Angeles having the very same conversation. Lutheran Social Services of Southern California was officially incorporated in 1946 as a 501(c)(3) non-profit social service agency. The mission has stayed true to its earliest beginnings, to be a servant to those in need. Today LSSSC serves thousands of individuals and families throughout Southern California with over 40 programs/services at 14 different locations. We are part of the Lutheran Services in America (LSA) network and strive to serve those in need with dignity and respect.

Lutheran Social Services of Southern California’s Mission: Ignited by faith, we live out God’s love by embracing, equipping, and empowering vulnerable people in Southern California.

Job Summary:

The office supervisor assists with the day to day operations of the office by making certain that the office runs efficiently and is well organized. The office supervisor is also responsible for the coordination and supervision of paraprofessional and clinical staff members.

Essential Duties and Responsibilities include the following:

• Ensures that daily administrative tasks and clerical duties are accomplished accurately.
• Greet office visitors, clients, and community partners in a courteous manner.
• Answer telephone calls including triaging and route calls to appropriate staff.
• Return missed calls within twenty-four hours of receiving the telephone call.
• Notify staff of client arrival for appointments.
• Provide clients with initial contact forms and screening tools as needed.
• Check eligibility for services (Medi-Cal etc.) when scheduling an appointment, the day before the appointment, and on the first business day of the month.
• Inform the clients assigned clinician and team member of ineligibility status.
• Keep track of daily visitor sign in sheets.
• Monitor and order office and vehicle supplies.
• Ensures front desk coverage if gone for more than five (5) minutes (breaks, lunch, leaves).
• Maintains a clean workspace.
• Attends and participate in company, community partner or San Bernardino County Department of Behavioral Health training and mandatory meetings.
• Completes the initial contact log daily and faxes the completed document to DBH QM before the fifth (5th) of the month.
• Monitors client services and staff’s Outlook calendars.
• Consults with the Clinic Director, Clinic Leads, Clinical Supervisors, or other SBC Rural management team members to assist staff members with addressing and resolving customer complaints and treatment planning.
• Participates in interviews and provides documents to the recruiter during the hiring process.
• Receives and reviews client referrals.
• Contributes to client services by assisting with caseload assignments and monitoring productivity.
• Ensures the organizational and contractual policies and procedures are adhered to.
• Completes maintenance and helpdesk tickets.
• Communicate with personnel from the IT and Operations departments for assistance, as needed.
• In collaboration with the Director of Administrative Services, and Quality Assurance, QA, reviews the client’s electronic charts, records, and generates reports for productivity, investigation, billing, and audit preparation.
• Plans, schedules, and facilitates or assigns facilitators for weekly treatment team meetings. Assigns a record keeper to create a meeting agenda, takes notes documenting the meeting summary, and files meeting notes for reference.
• Meets with the designated office safety representative to ensure that all quarterly drills (earthquake, fire, bomb threat, active shooter) are completed as required and documented and that the Barstow representative attends the safety committee meetings.
• Ensure that first aid kits and fire extinguishers are checked and signed off monthly and that fire extinguishers are serviced yearly (i.e. ensures required postings are displayed and the office).
• Collaborate with the Clinic Director, Clinic Leads, Regional Clinic Leads, and myEvolve subject matter experts, SME, with scheduling and facilitating training and maintaining training records.
• Completes or assigns tasks to make certain that all P and P manuals are accurate for monitoring visits.
• Works directly with the Director of Compliance to track compliance with contractual requirements regarding personnel certificates and documents (i.e., TB Tests, CPR, BBS registration and license status, ANSA/CANS certificates).
• Other tasks/duties as assigned by supervisor.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Demonstrated alignment with LSSSC’s vision, mission, and values.
• Education/Experience:

High School Diploma or GED. Experience in Reception/Front Desk/Customer service and supervision of staff members. Empathy and Boundaries Awareness. Computer literate. Ability to multi-task.

• Language Ability:

Must be able to read, write and speak fluent English. Ability to follow directions, policies, and procedures. Excellent verbal and written communication skills.

• Communication:

Must be able to communicate clearly and effectively with clients and staff.

• Math Ability:

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 percentage and to draw and interpret bar graphs.

• Reasoning:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

• Computer Skills:

To perform this job successfully, an individual should have knowledge of and specific experience using Excel, Outlook, Word, PowerPoint.

• Certificates and Licenses:

A valid California driver's license to drive on interstates, other arterial, collector, and local roads.

• Supervisory Responsibilities:

This job has supervisory responsibilities based upon site and program needs.

• Adaptability

Adapts to changes in the work environment; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

• Physical Demands:

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include Close vision. While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to walk. The employee is required to drive also.