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Job Details


Requisition Number 18-0025
Post Date 8/14/2018
Title Office Manager, SPC
Full Time/Part Time Full Time
Division Clinical
Pay Frequency Semi-Monthly
City Culver City
State CA
Description

 

Office Manager

Make a Difference in People's Lives While Expanding Your Knowledge and Skills

Diverse Role    ●    Excellent Training    ●    Career Options    ●    Great Culture

Didi Hirsch Mental Health Services has been a leading provider of community mental health and substance use services since 1942. With a history stretching back to the Great Depression, Didi Hirsch has established a strong reputation in the communities we serve. We help more than 90,000 children and adults each year from 11 locations and 100 schools throughout Los Angeles and Orange County. We are committed to excellence, diversity and opportunity. We are dedicated and enthusiastic individuals who make a difference in the lives of the clients we serve. We offer a competitive salary along with a full benefits package. 

    

Top three reasons to bring your career to Didi Hirsch Mental Health Services:

  • This is a diverse role, allowing you to expand your skills.
  • This is a great opportunity to start building a rewarding career with a leader in community mental health services.
  • You will find a strong family-like culture here; people enjoy working together to help some of the most vulnerable members of our communities improve the quality of their lives.

Your key duties will include:

  • Ensures coverage for all front office support functions, including reception coverage during regular business hours.
  • Provides administrative assistant support for the division and/or program director and other managers, including word processing, copying, scheduling, etc.
  •  Responsible for performing administrative, clerical, and general support duties in a timely and efficient fashion to ensure the office functions smoothly in support of the program.
  • Follows proper procedures for completing records requests, faxing and tracking of all documents.
  • Coordinates facilities maintenance including interfacing with administration regarding facility’s needs, monitoring, ordering, and organizing supplies, overseeing repair and maintenance of office equipment, and building problems.
  • Assists in monitoring program expenses and maintains petty cash.
  • Sorts and distributes mail, prepares outgoing mail including internal office mail, external office mail, overnight services, delivery services and registered mail.
  • Supervises and oversees Front Office staff in the day to day operations of the program and/or division.  Reviews and approves timesheets in timekeeping system.
  • Responds to telephone calls for supervisor in a timely, friendly manner and assist callers as able; checks and responds to e-mails.
  • Interfaces with the Business Office to ensure that administrative documentation in client charts is complete, current and maintained in accordance with Agency standards, licensing and applicable state and federal laws.
  • Maintains and updates division or    department personnel or other files as required by licensing and applicable state and federal laws.  Interfaces with Human Resources regarding employee status updates and/or issues.
        
 
  • Maintains calendar and ensures coverage for all shifts. Create and maintain a common drive calendar depicting an accurate record of actual shift coverage. Maintains outreach and training presentations with Outreach and Training staff.
  • Acts as receptionist, greeting visitors and notifying staff of their arrival; and assists staff with appointment scheduling.
  • Plans, organizes and coordinates meetings and training sessions; coordinates location and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or   event.
  • If applicable, gathers data and reconciles various required monthly reports (e.g. EOB, Error Correction Report, and Potential Medi-Cal).
  • Regularly communicates with Business Office staff to keep them informed regarding the status of Business Office functions at the site.
  • Ensures that proper procedures and internal controls are followed for client fee collection and documentation.
  • Interfaces with Accounting department to ensure that information and back-up documentation for billing and cash receipts is accurate and complete; submits reports to billing department in a timely fashion; researches and resolves discrepancies.
  • Interfaces with Information Systems department relative to on-site support for networking and peripheral equipment at site.
  • Maintain a tidy, organized front office area.
  • Develops and maintains office manager skills through seminars, workshops, or other forms of training/education.

Attends routinely scheduled meetings as requested or required for the program, division, or Age .

Requirements

You must be able to successfully pass our pre-employment screening, including a background check and live scan fingerprinting.  For bilingual positions, you will need to pass a language assessment. You will also need to meet the following requirements for this role:

  • Demonstrate an excellent working knowledge of general office management practices and procedures.
  • Demonstrate excellent organizational and time management skills
  • 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 mental health and substance use services
  • 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.
  • 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.
  • May be required to work some evening and weekend hours.

These requirements are typically met by a combination of education and experience that typically include a high school diploma with five or more years of progressively more complex administrative/clerical experience in a social service/mental health environment is required. A minimum of three (3) years of supervisory experience is required.

                               

Didi Hirsch Mental Health Services is an equal opportunity employer.  Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

  

 

 

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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.