Benefits :
- Gym Membership
- Health Reimbursement Agreement
- 401(k) matching
- Company parties
- Paid time off
- Profit sharing
- Training & development
Position Summary :
The Office Manager at One Love Agency plays a key role in supporting the day-to-day operations of the agency, ensuring that the office runs efficiently and that all administrative tasks are completed in a timely and organized manner. This position is crucial for maintaining smooth communication, managing office supplies, assisting with scheduling, and supporting both clinical and non-clinical staff.
Key Responsibilities :
1. Administrative Support :
Perform general office duties such as answering phones, responding to emails, and managing client inquiries.Assist with scheduling appointments and coordinating meetings for clinical staff.Maintain office files, ensuring they are organized, up-to-date, and confidential in accordance with HIPAA regulations.Process incoming and outgoing mail and packages.2. Client Intake and Support :
Manage client intake processes, including gathering necessary documentation and information.Schedule client appointments and ensure timely reminders are sent.Support clients with general questions, directing them to appropriate staff as needed.Monitor client wait times and ensure a welcoming, professional atmosphere.3. Office Supplies and Equipment :
Track inventory of office supplies and reorder as needed.Coordinate maintenance and repairs for office equipment, including phones, computers, and copiers.4. Billing and Financial Management :
Assist with billing processes, ensuring proper documentation for insurance claims.Process payments, track billing, and follow up on unpaid invoices as directed by the finance team.Maintain financial records for the agency in collaboration with the finance department.5. Staff Support and Coordination :
Assist staff with administrative tasks as needed to ensure smooth operations.Organize training sessions, workshops, or team meetings as directed.Support the onboarding process for new hires by preparing necessary documents and providing orientation.6. Data Entry and Reporting :
Maintain and update client records in the agency’s electronic health record (EHR) system.Generate reports as needed for clinical, financial, and administrative purposes.Ensure all data is accurately entered and maintained in compliance with agency policies.7. Compliance and Quality Assurance :
Ensure office operations are in compliance with agency policies and regulatory standards.Assist with preparing for audits or reviews, ensuring necessary documentation is available.Support staff in adhering to confidentiality policies and maintaining HIPAA compliance.8. Other Duties :
Assist with special projects as needed, such as community outreach or marketing efforts.Provide general office support during peak times or when other staff are unavailable.Required Qualifications :
High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).At least 2 years of experience in office management, preferably in a healthcare or mental health setting.Strong organizational skills and attention to detail.Excellent written and verbal communication skills.Ability to manage multiple tasks and prioritize effectively.Proficient in Microsoft Office Suite (Word, Excel, Outlook).Experience with electronic health record (EHR) systems preferred.Strong interpersonal skills and the ability to work collaboratively with diverse teams.Knowledge of HIPAA regulations and confidentiality requirements.Preferred Qualifications :
Previous experience in a mental health agency or healthcare setting.Experience with billing and insurance claims.Knowledge of mental health services and terminology.Ability to handle sensitive and confidential information with discretion.Physical Requirements :
Ability to sit or stand for extended periods.Occasional lifting of office supplies or files (up to 25 lbs).Ability to work in a fast-paced environment with occasional stress.Work Environment :
Fast-paced, client-facing office environment.Regular office hours with occasional evening or weekend hours based on the agency’s needs.Compensation :
Competitive salary based on experience and qualifications.Benefits package available (health insurance, paid time off, etc.).To apply please submit your resume and cover letter through job board. We are excited to review your application and discuss the opportunity to join our team in providing quality mental health care to the community.
Please note that only shortlisted candidates will be contacted for further steps in the selection process.
Salary : $20 - $25
