Full Time Office Manager

If you are friendly, love helping people, organized, love working in a team and are a able to work independently this job is for you. We are currently hiring a Office Manager. This is a full time position which requires reliable transportation. Please forward your resume

SERVICE DESCRIPTION

Collaborate with Administrator to provide for the overall front office and administrative functioning of the clinic. Coordinate office functions and supervise administrative and clerical support positions in support of clinic operations. Work on special projects assigned by Administrator(s) in charge of clinic and/or teams at a site. Assist Administrators in all aspects of job as needed

SPECIFIC DUTIES/RESPONSIBILITIES:

1. Evaluate, direct, coordinate and assign duties for administrative and clerical support positions in the clinic.

2. In Administrators’ absence, provide for coordination of clinic and program needs. Perform a variety of administrative duties in order to ensure the smooth running of the clinic.

3. Organize, compose, and produce confidential letters, memoranda, reports, and other documents for the Administrators.

4. Collect program data and maintain data base systems; may be required to sort, provide basic analysis, and report data for internal and/or external usage.

5. Maintain calendars and schedule appointments and meetings.

6. Compose minutes at designated meetings; prepare and distribute as appropriate.

7. Receive and screen clinic and managerial telephone communications.

8. Schedule consumer appointments with psychiatrists and other clinical staff as needed. Collect co-pays if applicable. Input and extract data from the appointment scheduling system.

9. Coordinate, file, maintain, and update consumer medical records and related data. With all consumer information, take proactive steps to ensure accuracy of records and confidentiality.

10. As assigned by Administrators, respond to requests for information, ensuring all paperwork is properly executed, and consumer and employee confidentiality is protected.

11. Coordinate the maintenance of other filing systems, databases, and perform data retrieval for staff and consumer information.

12. Sort and distribute incoming mail and prepare outgoing mail.

13. Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.

14. Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations.

15. Maintains equipment by completing preventive maintenance; troubleshooting failures; Maintains office schedule by picking-up and delivering items using automobile.

16. Serves customers by backing-up receptionist; answering questions; forwarding messages; confirming customer orders; keeping customers informed of order status.

17. Updates job knowledge by participating in educational opportunities.

18. Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

19. Light cleaning such as taking out trash, vacuming and ensuring office is in order

20. Perform other duties as assigned, based on individual site/Program Manager needs.

TRAINING:

1. Confer at least one hour per month with therapeutic and rehabilitative staff members to develop or improve therapeutic programming or to provide group therapy education classes for participants;

2. Conduct in-service training sessions for staff as designated by director;

3. Participate in any company recommended training;

QUALIFICATIONS:

1. High School Diploma or equivalent, some college preferred.

2. Minimum of two years Administrative Assistant experience. Supervisory and/or human service/medical

3. Strong working knowledge of Optum Maryland Incedo System preferred

4. Proficiency with word processing (40 wpm input speed) and computer spreadsheets (Word for Windows, Access, Excel preferred).

5. Strong organizational skills, knowledge of grammar, spelling, punctuation and word definitions.

6. Ability to supervise and direct others in a positive and straightforward manner, using effective verbal and written communication.

Please forward resume for consideration.