Office Supervisor

Job Description

Job Description

Job Summary:

The intent of this job description is to provide a summary of the major duties and responsibilities performed in this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

The Office Supervisor is a front-line leadership position that is responsible for being the main point of contact for office staff, providers, and outside vendors. The Office Supervisor will delegate responsibilities throughout the office staff and implement/train office staff on office policies and procedures. This position supervises up to 15 employees, depending on location, within the assigned office, including daily supervision, training, performance reviews, and handling employee issues or concerns.

Essential Job Duties: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Manage assigned employees including daily supervision, hiring, and training, conduct annual performance reviews, answer employee questions/concerns, review and update time sheets, process time off requests, and process employee forms.
• Review and monitor timesheets to ensure meal breaks are taken at appropriate times and timekeeping requirements are met per Rancho Health MSO policies. 
• Recommend new processes to increase operation efficiency.
• Support team members via communication, such as guiding, coaching, or meeting with staff as needed.
• Ensure team members have the resources they need to complete their work. 
• Ensure resources are being utilized efficiently and effectively, including auditing, and ordering necessary office and medical supplies.
• Continually demonstrate and promote teamwork, excellent patient care and putting others before self
• Recognize and reward exceptional behavior by their team members.
• Conduct reviews with impartiality and fairness to those they oversee.
• Main point of contact for office staff, providers, contractors, and vendors regarding any questions or concerns in the office.
• Implementing office policies and procedures.
• Returning patient phone calls regarding concerns or complaints.
• Various office errands as needed.
• Utilizing leadership for mentorship for continued development.
• Other duties as required.

Required education and experience:  The requirements listed below are representative of the knowledge, skills, and/or ability required. 

Minimum Education required: 

• High School diploma or the equivalent (GED).
• 1 year of experience in a medical office or hospital setting.

Minimum Experience Required: 

• Successful completion of a medical assistant or medical front office program or on the job training with an emphasis on customer service.

Minimum Knowledge and Skills Required:

• Ability to lead, by example in day-to-day operations within the medical clinic.
• Need to be skilled at inter-personal communication; must be comfortable with one-on-one meetings or leading group meetings.
• Ability to recognize when there are deficiencies in performance or when there are proficiencies in performance.
• Professional verbal and written communication skills
• Understanding principles and practices of the organization, planning, records management, and general administration. 
• Dependability, adaptability, and confidentiality are necessary attributes. 
• Ability to work fairly with all office staff and providers. 
• Ability to remain calm and professional in emergencies or disruptive situations. 
• Listening to all information to make an informed and fair decision in difficult situations. 
• Basic money handling knowledge. 
• Commitment to the concepts of preventative health care and team approach to health care delivery.