Office Manager - New Mexico SF

Job Summary:

Performs overall office management to support agency operations. Expected areas of focus include but are not limited to 1) acting as manager of the office operations, 2) supervision and oversight of administrative office staff members, 3) acting as HR liaison, 4) providing oversight related to claims processing issues 5) cultural competency 6) documentation, 7) productivity, 8) staff development, training, and skill enhancement activities, 9) other duties and special projects as assigned and developed.

Essential Functions:

Administrative Office Management: Acts as manager of all administrative office operations at assigned location(s) as evidenced by:

• Coordinating all administrative office operations at all assigned location(s).
• Assessing administrative office support staff work and distributing tasks appropriately among office support staff.
• Participating in agency meetings as assigned representing the administration office department (which may include but not limited to Management Meetings, Operations Meetings, QM/UM Meetings, Clinical Review Meetings)
• Maintaining thorough knowledge of agency programs and services.
• Overseeing and coordinating prescriber and telemed services.
• Oversees and coordinates interaction with vendors and other business partners.
• Completes and coordinates purchasing for assigned site locations. Oversees facilities issues including janitorial, safety, PPE, etc.
• Completing all local accounts payable activities including deposits, payment reconciliation, and local accounts payable activities.
• Providing administrative support to executive staff.
• Coordinating quality assurance activities and reporting as assigned.
• Participating in community outreach on behalf of the program, customer service to referring entities and community partners, trainings as assigned, and represents the organization in a positive and professional way in the community.

Staff Supervision/Oversight: Acts as direct supervisor for administrative office support staff as evidenced by:

• Providing oversight and supervision to all administrative office support staff including but not limited to meetings, trainings, performance reviews, and discipline.
• Acting as hiring manager for all administrative office support staff.
• Providing orientation and training to all new hire administrative office support staff.
• Coordinating administrative office support team members duties, schedules, and leave time to ensure sufficient coverage.

Human Resources Liaison: Maintains local NMS HR personnel files and acts as the HR liaison with RVBH HR team as evidenced by:

• Creates/maintains personnel files for new employees
• Assisting with new hire coordination and orientation processes
• Assists with payroll review, monitoring, and processing.
• Completing required training enrollment (such as CPR/CPI) for agency staff.

Patient Eligibility and Claims Processing Oversight: Provides oversight of all local eligibility and claims issues and acts as liaison with RVBH related to billing/claims as evidenced by:

• Maintaining thorough knowledge of applicable funding sources and eligibility considerations for various agency programs.
• Overseeing eligibility processes for enrolled clients.
• Completing service entry corrections as appropriate in information system(s).
• Assisting claims processing staff in reviewing and assessing claim denials as well as contract and eligibility issues.

Medical Records Maintenance Oversight: Completes and oversees enrollment and maintenance of patient medical records and profiles in agency information system(s) as evidenced by:

• Enrolling/opening new medical records and profiles in agency information system(s).
• Updating and maintaining files (including filing of documents, maintaining file organization, and updating of demographics and other patient information).
• Completing review of files to ensure required forms/documents are included.
• Accurately processing releases of information.

Cultural Competence and Diversity: Provides culturally appropriate services to diverse populations as evidenced by:

• Providing services that are person-centered.
• Providing services that are culturally relevant.
• Providing a non-judgmental, open, and welcoming approach to diverse populations.
• Developing supervisees skills in offering services to diverse populations that are person-centered, culturally relevant, and non-judgmental.

Documentation: Completed documentation that meets identified expectations as evidenced by:

• Documenting all services provided within expected time frames.
• Documenting all services provided in a manner that meets service definitions, regulatory standards, and agency expectations.
• Documenting all services provided in a manner that is person-centered and meets quality improvement goals.
• Overseeing program documentation to ensure that supervisees documentation meet requirements of agency, regularity entities, and quality improvement goals.

Efficiency and Productivity: Consistently meeting established productivity standards as evidenced by:

• Demonstrating excellent organizational skills.
• Demonstrating effective use of time management techniques.
• Demonstrating the use of effective engagement skills.
• Consistently meeting established productivity standards.
• Demonstrating the ability to hire, train, support, and supervise service providers to ensure established productivity standards are met on a consistent basis.

Staff Development Activities: Participates in staff development activities to increase skills and professional development as evidenced by:
Participating in and completing all required trainings in an accurate and timely manner.

• Identifying and requesting training or skill enhancement opportunities.
Engaging in cross training activities with other team members and promotes cross-training activities with supervisees.

Other: Completes other administrative support duties and special projects as developed and assigned.

Education and Experience:

• Education: Associates or at least 2 years office manager experience.
• Experience: Experience in mental health or medical setting preferred. Bilingual (Spanish) preferred. Proficient in Microsoft Word, Outlook, and Excel. Bilingual (Spanish) preferred. Proficient in Microsoft Word, Outlook, and Excel.
• OTHER: Valid drivers license and meets the driving privileges guidelines established in HR Policy 12.6 Vehicle Safety and Client Transportation,
• CPR/First Aid

Knowledge and Skills:

Demonstrated success in the following areas:

• Ability to manage time to meet all deadlines.
• Experience in mental health or medical setting preferred.
• Proficient in Microsoft Word, Outlook, and Excel.
• Bilingual (English/Spanish) is preferred but not required.