EDUCATION & WORK EXPERIENCE
- Prior experience in an office setting preferred.
- Prior experience serving the public and people from a wide range of socio-economic and health backgrounds preferred.
- Must have basic computer skills.
JOB SUMMARY
The Office Manager position provides organization and oversight of local business offices operations for customers, the general public, collaterals, and the employees of Optimae LifeServices.
The Office Manager is a highly visible employee who often serves as a first point of contact for anyone engaging with the agency. The Office Manager must be highly skilled at multi-tasking, prioritizing, and organizing, while demonstrating consistently pleasant, professional, and courteous behaviors. Must have excellent written and oral communication skills and interpersonal skills.
DUTIES AND RESPONSIBILITIES
Office Management
- Assess emerging operational crisis and inform supervisors as needed.
- Serve as first point of contact for employees and people we serve.
- Serve as receptionist as directed.
- Process mail.
- Post job openings.
- Conduct coaching of employees, if supervisory.
- Follow office budgets.
- Manage both land and company cell phones.
- Organize and maintain local file storage.
Resource to Administrators
- Create staff schedules.
- Oversee fleet maintenance and scheduling.
- Order supplies.
- Participate in, and prepare for meetings as directed.
- Participate in local safety committees.
- Prompt supervisors of routine coaching and performance evaluations.
- Participate in quality assurance initiatives.
- Coordinate monthly in-service.
- Participate in interviewing job applicants.
- Participate in local marketing initiatives.
Finance
- Prepare Revenue to Wage reports as directed.
- Complete daily census.
- Track expired Funding/LPHA agreements.
- Compile block grant data.
- Manage office budget.
Mental Health Specific
- Make bank deposits.
- Verify health insurance coverage.
- Conduct pre-certifications for services.
- Coordinate Patient Assistance Programs as directed.
- Manage charts of customers.
- Phone in pharmacy prescriptions/refills.
- Schedule appointments as needed.
- Manage client filing system.
- Process new client intakes.
Safety
- Work cooperatively with Worker’s Comp Administrator to manage local WC Claims.
- Transport WC claimants as needed.
- Track client incidents.
- Maintain local OSHA logs.
- Take minutes for local monthly safety meetings.
- Conduct monthly walk through of facilities for safety compliance/needs.
- Conduct routine fire and other emergency drills.
PHYSICAL EXPECTATIONS
- Ability to lift and carry:
- up to 25 lbs. occasionally.
- up to 40 lbs. rarely.
- Ability to climb stairs while carrying objects.
- Normal vision with correction.
- Normal range of hearing with correction.
- Frequently perform daily duties which involve standing, bending, pivoting, squatting, kneeling, and crouching.
JOB FUNCTIONS
Efforts have been made to make this job description as complete as possible. However, it in no way states or implies that these are the only duties the Office Manager will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, or related to the needs of people we serve, or as assigned by supervisory level staff.
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