OFFICE SUPERVISOR

Job Description

Job Description

Description:

Who We Are

Pawnee Mental Health is proud of the high-quality services we offer and the positive outcomes our clients achieve. Our employees are the heart of our organization, and each person contributes to our mission. We’re looking for motivated, passionate individuals who want to use their skills to support others. We believe people facing mental health or substance use challenges deserve the chance to live meaningful, productive lives. If that mission resonates with you, we encourage you to explore this role and join us in making an impact.

What We Offer

Here at Pawnee Mental Health, we are committed to supporting our employees’ well-being by offering a comprehensive and competitive benefits package, including:

• HRSA- Health Workforce: Loan Repayment Program for Health Careers
• Continuing Education: Pawnee provides up to 5 days of additional paid leave for continuing education and a fund of up to $1,000 annually.
• Medical & Vision Insurance: Accessible plans to support your health needs offered through BCBS or Aetna.
• Dental Insurance : 100% covered by Pawnee for employees.
• Kansas Public Employee Retirement System (KPERS): Secure your future with KPERS retirement benefits, a lifetime pension program.
• Life Insurance: coverage up to 150% of your annual income and long-term disability insurance at no cost.
• Paid Holidays: Enjoy 8 paid holidays throughout the year.
• Generous PTO: Start earning 8 hours of PTO per month—equivalent to 12 days per year—with an increase to 24 days per year after your first anniversary.
• Paid Medical Leave: Receive a 40-hour bank of paid medical leave.
• Employee Assistance Program (EAP): Access support resources for your personal and professional life.
• Supplemental Benefits: Additional life insurance coverage, ambulance transportation, short term disability, critical illness, hospital indemnity, and more.

What You'll Do

Essential Responsibilities :

1. Act as a role model for all staff in providing friendly, hospitable and compassionate customer service to all visitors of the agency.
2. Hire, supervise and evaluate a qualified staff and ensure they are trained to carry out their responsibilities. Document concerns, provide feedback and take personnel action as necessary to ensure program quality and viability.
3. Oversee office procedures to ensure they are performed in compliance with agency policy and in an efficient and professional manner. Evaluate and recommend improvements as necessary.
4. Ensure that universal precautions are utilized when cleaning or addressing bodily fluids and accidents in offices of assignment; monitor inventory of related supplies for staff use to ensure availability.
5. Monitor local inventory of basic office supplies and related equipment. Request replenishment from Accounts Payable Representative as necessary.
6. Communicate relevant policies and procedures to support staff and monitor compliance.
7. Perform in role of Key Administrator by managing or delegating to appropriate local staff the distribution and collection of keys for assigned office(s).
8. Report software, hardware and office equipment malfunctions to Information Technology Staff (or outside vendors where known contracts exist) and facilitate repair.
9. Maintain electronic health record (EHR) auto-dial system ensuring that clients have the option to opt out of the system.
10. Evaluate and approve invoices for services rendered as presented.
11. Accept and process client complaints in the absence of the Quality Manager and Chief Operating Officer.
12. Maintain a secure and safe environment for staff and clients. Present concerns to supervisor and/or safety committee.
13. Ensure the buildings and grounds in assigned locations are kept organized, clean and representative of a professional healthcare office. Refer maintenance and remodeling needs to the Facilities Manager.
14. Serve on committees and work groups as requested.
15. Coordinate the efficient and practical use of office space to ensure program continuity.
16. Maintain and advance knowledge and skills related specifically to position or to field of work through regular review of pertinent materials or participation in training events as approved by supervisor.
17. Adhere to the standards, policies and instructions established by PMHS Policy and Procedure and any applicable ethical codes within field of employment.
18. Review and comply with the Pawnee Code of Conduct outlined in the Employee Handbook.
19. May be assigned to provide support to Chief Operating Officer with administrative tasks.
20. Perform other reasonably related duties as assigned by immediate supervisor or other management personnel.
21. Same day travel to satellite offices may be required.

Requirements:

Qualifications :

Required :

• High School diploma or equivalent.
• 3 years of clerical experience, preferably in a medical office.
• Post-secondary education in office administration will substitute for 2 years of experience.
• Strong knowledge of Microsoft Word and Excel.
• Strong oral and written communication skills using the English language.

Preferred :

• Supervisory experience in a customer service environment.
• Customer service training or experience.
• Mechanical aptitude which enables office equipment operation and basic building and grounds upkeep.
• Multi-lingual skills.

All employees will be required to submit to and pass a background check and drug screening.