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Requisition Number 18-10059
Post Date 7/10/2018
Title Office Manager
Full Time/Part Time Full Time
Division Clinical
Pay Frequency Semi-Monthly
City Inglewood
State CA
Description

Scope of Position

 

Responsible for supervising and performing administrative, clerical, and general administrative duties in a timely and efficient fashion to ensure the office functions smoothly in support of the program.

 

Essential Function

May perform any or all of the following based upon specific division or program assignment:

  • Supervises all support staff on site, including hiring, training, and supervising performance.
  • Conducts regular meetings with staff (individually and as a team), documents meeting minutes, follows up on outstanding issues.
  • Develops and mentors staff. Looking for workshop/training options and opportunities to grow staff.
  • Manages workflow and assignment of duties for support staff at site. 
  • Ensures coverage for all front office support functions, including reception coverage during open hours.
  • Participates in creating and implements required protocols, and policies and procedures.
  • Oversees and manages site’s operations including interfacing with the Maintenance/Facilities Department, building management, janitorial and shredding companies, parking/security services, interpretation services, off-site document storage companies, and after-hours answering service.
  • Orders supplies and oversees repair and maintenance of office equipment and building problems.
  • Provides administrative assistant support for the site’s clinical and medical teams and other managers, including word processing, copying, scheduling, etc. Works closely with PD and APD to ensure efficient site’s operations.
  • Ensures that proper procedures are followed and that deadlines are met for data entry, intake/administrative documentation, financial screening, filing, chart maintenance, outcomes, measurement documentation, eligibility verification, appointment scheduling, vital signs records, ongoing surveys and questionnaires, etc.
  • Gathers data and reconciles various reports (e.g. EOB, Batch Error Report, Batch Eligibility files).
  • Interfaces with the Business Office to ensure correct billing and compliance.
  • Ensures that administrative documentation in client charts is complete, current and maintained in accordance with Agency standards, licensing and applicable state and federal laws,
  • Participates in audits and other department and agency’s projects, as required.
  • Regularly communicates with Business Office staff to keep them informed regarding the status of Business Office functions at the site.
  • Attends routinely scheduled meetings as requested or required for the program, division, or Agency.
  • Performs routine supervisory duties, assigning and reviewing work for accuracy and completeness. 
Requirements

Required Qualifications

These specifications are general guidelines based upon the minimum, ordinarily considered essential, to satisfactory performance in this position. Individual skills and abilities may result in some deviation from these guidelines. 

To perform effectively in this position, the employee in this position is required to:

  • Demonstrate a working knowledge of general office management practices and procedures.
  • Demonstrate excellent organizational and time management skills.
  • Demonstrate leadership and supervisory skills sufficient to lead from two to ten employees.
  • Possess leadership skills and the ability to develop team relationships and negotiate in conflict situations.
  • Support the values and mission of Didi Hirsch as they relate to employment.
  • Know and comply with division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to substance abuse programming.
  • Demonstrate current knowledge of all job specific skills to include: strong working knowledge of computer systems and software (e.g., word processing, spreadsheets), public welfare eligibility, billing, contract compliance, documentation and client record maintenance.
  • Possess basic math skills sufficient to monitor program client billing and petty cash related functions.
  • Present ideas, information, and viewpoints clearly, both verbally and in writing.
  • Utilize analysis, experience, and judgment to make good business decisions.
  • Adapt to changing needs by acquiring new skills and knowledge.
  • Current California driver’s license and a driving record acceptable to the Agency’s insurance carrier.

Ideal Candidate:

  • Bachelor's Degree
  • Bilingual in Spanish
  • Experience in healthcare setting, specifically in mental health 

These requirements are typically met by a combination of education and experience that typically include a high school diploma with two or more years of progressively more complex administrative/clerical experience, preferably in a social service/mental health environment. Some supervisory experience is preferred.

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Didi Hirsch is an Equal Opportunity Employer

We provide equal employment opportunities to all qualified applicants and employees without regard to race, religious belief (including dress or grooming practices), color, sex, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin, ancestry, sexual orientation, gender identification and expression, physical or mental disability, medical condition, genetic characteristics, family care, marital status, status as a veteran or qualified disabled veteran, or any other classification protected by law.

Didi Hirsch is committed to providing equal employment opportunities to all applicants for employment. We are an EEO/AA Employer.