Office Manager

ABOUT US:

Hiawatha Valley Mental Health Center (HVMHC) is a trusted leader in providing exceptional, person-centered behavioral health services to our communities. Founded in 1965 by a dedicated group of community members and government officials from Houston, Wabasha, and Winona counties, we have since expanded our services across Winona, Houston, Wabasha, Goodhue, and Fillmore counties.

At HVMHC, we recognize the importance of work-life balance and offer flexible scheduling to support our employees' needs. We are committed to professional growth and prioritize internal promotions whenever possible. For team members pursuing licensure, we provide free clinical supervision to help you achieve your goals. Additionally, we utilize Eleos , an augmented intelligence software, to assist with case note documentation—allowing our staff to focus more on client care.

We are dedicated to fostering a diverse, inclusive, and supportive workplace where team members and clients feel valued and respected. We welcome professionals from all backgrounds and experiences who share our commitment to providing high-quality behavioral health services.

TITLE:

Office Manager

PROGRAM:

All

JOB SUMMARY:

Manages and coordinates the daily operations of assigned office locations and programs. Has direct responsibility for managing support staff employee performance to ensure optimal functioning and highest level of client care outcomes in day-to-day operations. Works collaboratively across departments and teams t o achieve organizational strategic goals.

JOB RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

• Work well and coordinate staffing level needs with other management team members to ensure appropriate support staff levels are in place and specific certifications are maintained for each location.

• Provide staff guidance, direction, leadership, and support necessary to ensure they can accomplish their goals.

• Knowledge of all office functions for training and coverage.

• Interview candidates for professional and support staff positions.

• Supervise support staff in assigned locations.

• Perform on a regular basis ALL the support staff roles. ( Front desk-reception, Intake, medical records, scanning, patient payments, verify insurance, schedule appointments, etc. ) 

• Collaboratively address any staff or patient complaints/concerns.

• Represent HVMHC (Hiawatha Valley Mental Health Center) (Our Mission, Vision, and Values) when participating in various County & Community committees, meetings, and/or events.

• Attending team meetings as . Maintain adherence to and be compliant with HIPAA standards and policies and procedures of the agency.

• Maintain office setting(s) by performing routine activities including cleaning, ordering supplies, and bank deposits.

• Coordinate assigned activities that occur at clinic spaces as needed.

• Evaluate and work collaboratively to improve the services supporting clients in their treatment.

JOB QUALIFICATIONS AND REQUIREMENTS:

• Education : Minimum of an associate's degree in a Health and Human Services or Accounting related area.

• Ability to work independently with minimal supervision.

• Good verbal and written communication skills.

• Knowledge and ability to operate computers and word processing software.

• Good interpersonal skills.

• Ability to work with diverse populations.

• Good organizational skills with attention to detail.

• Ability to prioritize multiple tasks.

• Previous background in health care field and TMA (trained medication administrator) certification helpful.

• Completion of a one-year medical secretary course or equivalent experience.

• Must be able to maintain confidentiality.

• Must possess a vehicle valid driver’s license and a willingness to travel as needed to client or organization locations throughout SE MN.

PHYSICAL REQUIREMENTS FOR POSITION:

Must be able to move in a manner conducive to the execution of daily activities. While performing the duties of this job, the employee must communicate with others and exchange information. The employee regularly operates equipment (listed below) on a daily basis. Occasional bending and lifting of office materials may be .

NON-ESSENTIAL FUNCTIONS : Perform other duties as assigned by the D irector of Integrated Behavioral Health

EQUIPMENT USED : Computer, telephone/cell phone, office equipment, vehicle

WO RK ENVIRONMENT:

Hiawatha Valley Mental Health Center is committed to providing a safe and inclusive work environment free from harassment, violence, and discrimination. Our inclusive work environment represents many diverse backgrounds, cultures, and viewpoints. The core values we live by include integrity, respect, people focused, community focused, continuous improvement, compassion, partnership and collaboration, empowerment, and financial stewardship. All Hiawatha Valley Mental Health Center owned facilities are smoke/drug free environments, with some exposure to excessive noise, dust, and temperature. The employee is occasionally exposed to various conditions at client sites.

SUPERVISED BY: Director of Integrated Behavioral Health

SUPERVISES: Office Coordinators, Med Record Positions, Receptionists, and Intake coordinators.

POSITION DESIGNATION: Non-Exempt, Full Time

EMPLOYEE BENEFITS:

We are proud to offer a comprehensive benefits package designed to support your well-being, professional development, and financial security:

Paid Time Off & Leave

• Paid Leave Time: Begins accruing at 4.46 hours per paycheck , with 16 hours available upon hire (prorated for PT employees).
  

• Holidays: 8 paid holidays, plus 2 floating holidays (prorated for PT employees).
  

• Additional Paid Leave:
  

• Up to 10 days of jury duty leave
  

• Up to 5 days of bereavement leave
  

• 1 personal day per year
  

Professional Development Support

• Up to $2,000 tuition reimbursement
  

• Up to $1,500 for continuing education
  

Health & Wellness Benefits 

• Medical, Dental, Vision, Short Term Disability, Long Term Disability, Life Insurance offered for employees working between 30-40 hours per week. 
  

• 20% YMCA membership discount OR $50 fitness reimbursement per year
  

Retirement Savings

• Retirement plan with employer match of 50% match up to 6%, for employees working between 20-40 hours per week.
  

EEO STATMENT:

Hiawatha Valley Mental Health Center is an Equal Opportunity Employer. We welcome all qualified applicants, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

APPLICATION PROCESS:
A background check is required as part of the hiring process. Depending on the role, applicants may also need to complete a Mental Health Practitioner Verification Form or Professional Conduct Inquiry Form.