Office Manager

Job Description

Job Description

Reports To: Senior Director of Adult Treatment & Rehabilitative Services
Program: PROS
Location: Rockland, NY
Hours Per Week: 40
FLSA Status: Full Time, Non-exempt
Salary Range: $55,000 -$60,000 annually

Summary Description:

The Office Manager is an administrative position that assists the Sr. Director with the successful operation of the various departments that make up Adult Treatment and Rehabilitation Services. The Office Manager is responsible for daily data collection, entry, and screening requests for services. The Office Manager will perform the duties assigned to this position in accordance with the mission of The Greater Mental Health of New York.

Responsibilities:

• Daily collection of Program Attendance, Group Attendance, Meal Attendance and Transportation Attendance records. Conduct and or supervise data entry based on the reports and file accordingly.
• Serves as the point of first contact for referrals for PROS services. Inform callers of our services and process requests for admissions. Work with our Coordinator and Treatment Team to process requests in a timely and efficient manner.
• Responsible for processing insurance information to determine payment of services. Work with the director to process Self-Pay amounts if the prospective client has no insurance and is eligible for our sliding scale. Act as liaison with the Finance department to collect and process payments. Work with the client, program staff, and Finance regarding delinquent payments.
• Responsible for program billing. Work with the director to ensure the accuracy and efficiency of program billing, either directly or through the clerical staff.
• Responsible for client charting and storage.
• Prepares various administrative reports to include: Productivity reports, Quarterly reports, Quality Assurance reports, and Referral reports. Conduct and or supervise data entry based on the reports and file accordingly.
• Create and update record retention policies.
• Attends and completes all GMH or state-sponsored In-Service Training Programs related to position, program, or agency goals.
• Performs general clerical support, including answering telephones and ordering office supplies.
• Transportation/MAS Medicaid-covered medical services.
• Performs other duties as assigned.

Competencies:

• The Office Manager is required to establish and maintain a collaborative working relationship with employees, consumers, and vendors.
• Functions in a customer service capacity with respect to interactions and job duties.

• Strong computer knowledge: typing, communication tools, scheduling tools, and web browsers.
• Proficiency in Microsoft Office suite and database management systems required.
• Proficiency with Electronic Health Records.
• Demonstrated ability to act with integrity, professionalism, and confidentiality.
• Excellent verbal and written communication skills.
• Enthusiasm for contributing to a collaborative and positive workplace culture.
• Self-motivated, results-oriented approach to work.
• Exceptional organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.

Key Performance Indicators (KPIs):

• Timely and accurate completion of Administrative tasks.
• Time to respond to inquiries, requests, and client calls/requests, etc.
• Precision in data entry and the generation of error-free reports.

Requirements:

• High School diploma or equivalent plus 4 years’ secretarial experience, including 1 year of experience supervising program clerical functions.
• Experience with data management.
• Experience working with a diverse population preferred.
• Reliable and able to work independently, with a strong understanding of the importance of confidentiality.
• Proficiency in Microsoft Office suite and database management systems. 
• Must have a valid Driver’s License and a driving record that is satisfactory to our insurance carrier.
• Must be cleared and maintain clearance by applicable regulatory clearances as required.
• Legally eligible to work in the United States without sponsorship.
• Fluency in English (Reading, Writing, Speaking).

Special Considerations :

• This is a 40 hour per week position.
• The Office Manager works at a computer station in shared office space. The noise level in the work environment is usually moderate.
• The employee must occasionally lift and/or move up to 25 pounds.

• Position may require extended periods of sitting and computer-based work.
• Work hours, reporting structure, and on-site location are subject to change based on program needs.

Mandated Reporter:

This is a Mandated Reporter position. The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a “custodian” under the law and, therefore, a mandated reporter. You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report.

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.