Office Manager (Part-Time)

Job Description

Job Description

Our Mission:

To empower individuals with behavioral health conditions, substance use disorders, and/or developmental disabilities to achieve the lives of their choosing in the community.

Title:  Office Manager (OM) I, II, III

Supervisor:  Program Director (PD)

Summary of Job Description:

Support with general office needs, auditing, operations, and reports. Works closely with other departments to meet program goals.

Specific Responsibilities:

• Answer telephones and direct callers to appropriate department/ employee. Provide callers with any information available prior to forwarding to voicemail or locating employee.
• Greet and welcome program visitors.
• Distribute/ route incoming packages.
• Update program telephone list as needed.
• Update Member residential assignments as needed.
• Support with uploading documents into the Electronic Health Record (EHR) including (but not limited to) the following:

• Physicals
• Dental
• Insurance Cards
• Discharge Paperwork
• Other Medical documents

• Support with ongoing scheduling for psychiatry staff and tracking of member individual sessions.
• Support with ensuring member labs and injections is scheduled as prescribed.
• Collaborate with the PD and Social Worker to ensure Census and Spacelist is correct and updated weekly.
• Update Member Participation Reward weekly.
• Run EVS (Eligibility Report) on all Members weekly.
• Ensure Member Treatment History is current in EHR.
• Order Supplies Monthly
• Ensure Bed Days are updated daily by 10:00 AM in EHR and run entitlements report as required.
• Track Member medication observations daily and inform PD of missed compliance.
• Complete Program Contact Compliance Tracker daily and provide updates to PD as requested.
• Complete continuing educational requirements as aligned with regulatory compliance.
• Attend supervision sessions and meetings as scheduled with direct supervisor.
• Other duties as assigned by the Program Director.

Additional Performance Expectations:

• Support and implement interventions and directives as directed by the Team.
• Always demonstrate compassion and concern when supporting a Member through embracing Project Transition and PCS Mental Health’s Mission and Core Values.
• Approach Member engagement from a non-judgmental stance understanding that a Member’s behavior is driven by experience, which may include trauma.
• Treat and speak to Members with supportive kindness even when a Member demonstrates intense behavioral or emotional actions. Staff will show Members dignity and respect for their values and lifestyles.
• Seek out appropriate support, consultation with Clinician or Psychiatrist (if applicable), in conjunction with the Program Director or obtain supervision, when they are uncertain about how to respond or support a Member effectively.
• Report back to the Treatment Team any observations of Member behavior that suggests Member may need additional treatment interventions and/or support.
• Engage with all external parties/ individuals with professionalism and with a positive customer service approach, understanding that they are always representing the organization.
• An understanding of and an agreement to value the concepts of a Trauma Informed workplace

Physical Requirements 

This position requires the ability to perform physically demanding tasks, including standing, walking, bending, and lifting up to 20 lbs. An essential function of this role involves the application of physical restraint techniques in emergency situations to prevent immediate harm to the Members or others, requiring specific training in crisis de-escalation and proper restraint methods, along with detailed incident reporting as per facility policy and regulatory guidelines.

Qualifications:

• High School Diploma or equivalent (required), Associates degree (preferred)
• Proficiency with Microsoft software including Word, Excel, Access, Power Point, and Outlook (required).
• Must possess a valid, non-commercial driver's license with a clean driving record. Ability to multi-task, prioritize and meet deadlines in a fast-paced environment.
• Ability to work independently and get projects completed in a timely manner.
• Ability to maintain consistent and punctual attendance.
• Strong analytical skills
• Strong interpersonal skills, flexible, patient, efficient, willingness to help.
• Self-directed team player
• Ability to maintain confidentiality.

All Employees have access to our Employee Assistance Program

We're an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.