OFFICE MANAGER - CHILD AND FAMILY DIVISION

Job Description:

Under administrative supervision, ensures that all business functions at site (e. g., scheduling, filing, data entry, billing, daily deposits, medical records) operate efficiently and effectively.   

ESSENTIAL JOB FUNCTIONS

Supervises business professional staff members at assigned work site, including hiring and training, delegating work, evaluating job performance, and assuring continuity/back-up of site’s business operations. Maintains site’s business systems and processes (e. g., scheduling, filing, data entry, billing, daily deposits, medical records), consistent with SCS’s standardized business practices; regularly evaluates site’s business systems and processes to ensure adherence to SCS’s standards; identifies and resolves problems with existing business systems and processes and, as needed, makes recommendations for improving existing systems and processes.  Runs, or ensures that others run, miscellaneous daily, weekly, and monthly reports (e. g., site productivity and caseload) and, upon request, special reports (e. g., no-show, billable services by individual staff); assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; serves as work site’s liaison to IT, coordinating work site’s Information Technology functions; and may serve, as needed as work site’s MIS Coordinator. Performs, or oversees performance of, variety of administrative functions, including typing from various sources; data entry, validation, and tracking of service activity logs (SALs); collecting, verifying, and scanning/faxing time sheets; processing requests for mileage reimbursements; generating purchase requisitions for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings. Coordinates maintenance and repair of work site and equipment and manages inventory of office supplies. Serves as work site’s liaison to Human Resources and, as needed, generates, or ensures that others generate, Personnel Information Documents (PIDs) and personnel requisitions for all site staff, both business and clinical.  Serves as work site’s liaison to Payroll. Serves as work site’s liaison to Accounts Receivable, performing various billing functions (e. g., grants, case management), ensuring that site’s clinical services are billed properly and timely, and following up on and resolving billing rejections. As needed, monitors site’s fiscal status and participates in planning/budget development process. 

EDUCATION

• Completion of up to 18 months’ education or training, beyond high school, in Office Administration or related field. 

EXPERIENCE

• Four-to-six years’ administrative experience, performing secretarial or business professional tasks, with some experience supervising others who were performing similar business professional work preferred.
• Advanced knowledge of Microsoft Office Suite. 
• Typing speed 50 - 60 word units per minute. 
• Strong oral and written communication skills. 
• Good analytical and problem-solving skills.
• Ability to supervise and lead a group. 

PHYSICAL DEMANDS

• Position has no unusual physical demands; individual has discretion about walking, standing, etc.
• Position requires lifting up to 10 pounds, with occasional lifting of ledgers, medical records, or computer runs. 
• Position may occasionally require walking or standing, stooping, or bending. 
• Occasional exposure to office chemicals or continual use of a video display terminal.  

Time Type:

We continually help our community and employees flourish... one life at a time. As a Seven Counties Services employee there are many benefits to enjoy. Below are just some of the great benefits you might be eligible for with Seven Counties Services.

• Health & Wellness
  • Medical Coverage
  • Dental Coverage
  • Vision Coverage
  • Flexible Spending Account
  • Health Savings Account
  • Short Term Disability
  • Long Term Disability - Company Paid

• Financial Wellbeing
  • Competitive Compensation Packages
  • Life Insurance - Company Paid
  • Accidental Death & Dismemberment Insurance - Company Paid
  • 403b Retirement Plan with Company Funded Matching
  • Retirement and Financial Planning Services

• Career Development and Growth
  • Tuition Assistance Plans
  • Loan Forgiveness options through federal programs (National Health Service Corps & Public Service Loan Forgiveness)
  • Student Loan Repayment Assistance
  • Clinical Supervision toward licensure and reimbursement for certain license applications
  • At Seven Counties Services training is one of our highest priorities. We provide company paid professional training for various skills, certifications, and continuing education
  • Opportunities for growth and movement - We encourage our employees to consider new growth opportunities with us
  • Leadership Academy for our rising stars, supervisors, and leaders
  • Seven Counties Services and Center for Clinical Excellence provide staff with industry best practices and processes

• Work Life Balance
  • Paid Time Off - Generous PTO for Vacations, Illness, Personal Days, Etc. (10 Paid Holidays)
  • Flexible Work Schedules to promote a Healthy Work Life Balance
  • Employee Assistance Program - assists employees with personal problems and/or work-related problems that may impact their job performance, health, mental and emotional well-being