Front Office Manager
Vacancy expired!
ESSENTIAL DUTIES:
Management:
Helps maintain the orderliness of the facility, being responsible for major public areas (Magazines, educational brochures, plants, trash, bathrooms, etc)
Organizing the office layout and monitor the ordering of stationery and equipment, ensuring that office stays within budget
Maintaining the front office condition and arranging necessary repairs
Partner with HR to update and maintain front office policies as necessary
Organize front office operations and procedures
Coordinate with IT department on all front office and shared office equipment
Ensure that all payments are invoiced and paid on time
Assist in the interviewing and onboarding process for new hires
Address employees queries regarding office management issues (i.e. stationary, hardware and travel arrangements)
Liaison with facility management vendors, including cleaning, catering and security services
Lead office staff in development and training, benchmarking goals and reviewing progress. Process annual reviews for front office team(s)
Documents front office strengths and weaknesses for reports to executive leadership and board of directors.
Core Functions:
Ability to track and report as required
Ability to support clients with various support programs
Ability to confidentially distribute information to clients and staff, correctly and in a timely fashion
Maintain familiarity with all program in agency to the point that a clear and accurate depiction as well as information for accessing such programs can be relayed to clients
Understand COD (clinician of the day) and how to access the COD for walk-ins at the Annex
Understand Crisis Services and be able to rapidly access crisis support for a caller or walk-in who is in crisis
Comfortable and able to relate to people who are affected by psychosis and/or other serious mental health issues
Participation in various agency meetings
Ability to accurately, efficiently and effectively utilize multi-line phone system
General Public Interaction:
Ensures that front office is able to deal effectively and in a friendly manner with community members and colleagues in person and by phone
Ensures that front office provides easy and welcoming access to services regardless of ability to pay or location or residence
Ensures that front office directs callers and individuals in person to proper sources; answers inquiries and provides correct general program information to the public and clients; communicates with community agencies effectively, relaying information, referrals, etc. This could include The Center for Optimal Living, community partners, and available county services.
Routes calls to appropriate clinician or ER screener in cases of emergency. Routes calls to Crisis worker or back-up staff when there is an emergency or crisis, according to protocol
Assist with generating authorizations for residential placement: printing MHAs, Tx Plans, LSIs, LOCUS. Distribute appropriately to KEPRO, PGH, WRH and JH.
Scheduling:
Ensures that clients are scheduled for appointments using electronic scheduling programs(s). This may include keeping track of several calendar systems as well as maintaining clinician schedules
Ensure appointment reminders are issued
Ensures that intake process/ workflow is followed and facilitates the collection of completed intake paperwork
Ensures that fees are communicated and collected from clients, and obtains insurance information for billing proposes
Prepare technology to ensure tele-health providers are ready to start before appointments
Filing:
Ensures that documents are filed in clients’ charts according to established formats
Ensures that chart information is located and distributed to clinicians as needed
Ensures that emergency contact records are maintained
Design and implement filing systems as needed
Word Processing:
Prepare forms, correspondence, reports, letters, progress notes, and other material from rough draft with reasonable speed and accuracy and ability to keep pace with workflow in the office
Creates work flows as needed
Mail:
Ensures that mail is picked up, distributed, dropped off, stamps are stocked and outgoing mail is prepared
Sign for deliveries and distribute packages accordingly; Provides staff with FedEx and other premium services if necessary
Miscellaneous Duties:
Monitor Conference Room schedule
Helps develop and copy necessary forms, educational materials
Assist in coordination of office activities to ensure maximum efficiency, including allocation of resources to enable successful task performance
Ensure security, integrity and confidentiality of data
Adhere to office policies and procedures
Implement procedural and policy changes to improve operational efficiency
Prepare operational reports and schedules to ensure efficiency
Handle inquiries and re-direct complaints/ grievances/ complaints to appropriate Director
maintain a safe and secure working environment
QUALIFICATIONS:
Bachelor's degree preferred: OR
High School diploma/ GED AND equivalency of at least 2 year’s experience secretarial or office procedures training and experience
At least 1 year managerial experience or 3 years front office experience
Office experience in a mental health, medical or human services fields preferred
Must pass background check required
Self directed and able to work with minimal supervision required
Ability to use a computer for word-processing, basic Excel spreadsheet accounting, MS Word and development of forms required
Proven experience as an Office manager, Front office Manager or Administrative assistant preferred
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in Google Suite strongly preferred
Proficiency in OCHIN strongly preferred
Demonstrate positive leadership experience, including supervision, training and developing efficient, high-performing teams
Willingness to work some Saturdays
OTHER SKILLS AND ABILITIES:
Problem solve complex issues by developing alternatives and solutions in accordance with company policies
Organize, establish priorities and multi-task effectively
Interact and relate to clients, staff, supervisors and others with professionalism, confidentiality, respect and dignity
Ability to think/ speak critically, compassionately, empathetically and effectively, particularly with clients experiencing a crisis situation
Excellent ability to communicate clearly, with accurate punctuation, grammar and spelling in both written and verbal formats
Basic mathematical skills
Ability to learn quickly, adapt to changing environment and adhere to general office procedures
Hands on experience with office machines (phone systems, fax machines, printers, shredder) required
Familiarity with electronic scheduling tools
Strong organizational and planning skills in a fast-paced environment
CONFIDENTIALITY:This position requires the handling of highly confidential information. Must adhere to rules and laws pertaining to client confidentiality.
COMMUNICATION SKILLS: Must be able to communicate information in both oral and written form with the ability to present and exchange information internally across teams and co-workers, and externally with clients and the public, Information communicated ranges from routine/ basic information to complex and confidential information
LEADERSHIP & TEAMWORK: Must be able to work effectively and constructively with other office staff, clinicians, the administrative team and all other staff. Participates in staff meetings.
PHYSICAL DEMAND:
This position requires you to be regularly available for work as scheduled. Position requires professional and personal skills to cope with stress associated with work involving a high degree of mental, emotional and physical demands. This position also requires the ability to bend, stoop, push and pull. While performing the essential duties of this job, the employee is regularly required to sit; talk and hear; use hands and fingers and handle or feel; reach with hands and arms. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions of this position.
WORK ENVIRONMENT:
Work is performed in an office environment and the noise level is usually moderate, but occasionally may be exposed to loud noise such as raised voice levels and alarms. Occasionally the work environment may extend to other community offices, residential houses, and off-site locations.
This position may be exposed to the everyday risks or discomforts which require normal safety precautions typical of such places as an office (i.e., moving mechanical parts, airborne particles, and electrical shock). This person will be serving clients from all demographics within the community.
WVCW is a Trauma informed Organization and this person is expected to be a leader and example of Trauma Informed Care in the workplace.
Reasonable accommodations may be made to enable persons with disabilities to perform the essential function.
Wallowa County Center for Wellness is an equal opportunity employer.
Vacancy expired!