Divisional Office Manager

SAFY is seeking a Full -Time Administrative Support Specialist to support the Ohio statewide administrative team functions. As an Administrative Support Specialist , you will beresponsible for providing statewide administrative, clerical and enrollment services support. This position will assist current division office managers, provide support with census entry, foster home recertifications, data entry and scheduling of appointments.

Who We Are

At SAFY, our mission is Preserving Families & Securing Futures. For 40 years, our work has rested on a single, radical idea – children belong in families. We believe that every child and family deserve the opportunity to reach their full potential. We are a team of 500 employees across seven states providing services such as Family Preservation & Reunification, Behavioral Health, Therapeutic Foster Care, Adoption Services and Older Youth Services so the families and children we serve can build resilience and thrive.

What You’ll Do

Office support –

• Covering essential administrative duties during DOM absences, vacations, and vacancies
• Assisting divisions with increasing workloads that aid in foster home recertifications
• Assisting with scheduling and invitations for psychiatric appointments coordinated through the agency nurse.
• Assist in preparation for audits, such as maintaining files, reviewing documents, etc.
• Provide support in completing administrative related tasks for foster-home recertification’s.

Customer service:

• Where applicable, assist scheduling for mental health clients.
• Provide support as needed for the licensing unit.
• Triage with appropriate staff in crisis situations.
• Assist with creating, planning, and executing divisional events and programs, including training.
• Serve as a liaison between the divisional office and the Service Center.
  • Should onsite office support be necessary –
    • Unlock entrance doors and remove phone from night ring to open office. At the end of the day, lock entrance and turn phone to night ring to close the office.
    • Greeting visitors and answer calls on multi line phone system.
    • Responsible for processing incoming and outgoing divisional mail.

Data entry:

• Serve as backup support for daily census entry.
• Entering foster parent training information into SACWIS.
• Preparing F-70 letters
• Supporting client insurance enrollment for mental health services.
• Coordinate follow-up with counties to obtain outstanding Medicaid eligibility information and support related data entry.
• Track and maintain date sensitive documents such as training activities, open bed list, referral lists, staff roster, etc.

File compliance:

• Distributing required state documentation.
• Assist with and/or implement the creation and maintenance of files from opening to closure (including but not limited to foster care, foster parent and outpatient files). Purge records as required by agency policy. Process background checks (i.e. foster parents, respite providers, employees, volunteers, interns).
• Develop and implement plan for scanning and uploading all appropriate records.
• Update and maintain all manuals, meeting minutes, state rules documents, etc. Distribute to staff or appropriate parties as required.
• Managing meeting minutes and participating in planning committees/meetings

Insurance Enrollment support –

• Insurance collection/verification, and data entry
• Assist with OhRise enrollment and processes
• Assist with prior authorizations
• Collaborate with Aetna and Ohrise to streamline program entry
• Monitor CANS portal and assessments, entering data in charts
• Customer service with families and stakeholders

Competencies & Behaviors

• Strong experience with office management, data entry, scheduling and clerical support.
• Must be able to effectively operate in a dynamic environment with monthly deadlines and annual performance goals.
• Proficiency in Microsoft Office Suite, specifically Excel, for data analysis and reporting.
• Demonstrated critical thinking skills with the ability to challenge assumptions and propose solutions.
• Strong analytical and problem-solving skills with high attention to detail.
• Effective communicator, both written and verbal
• Ability to work independently, prioritize multiple tasks, and meet deadlines.
• Collaborative team player capable of building strong working relationships.
• Proven track record of improving processes or contributing to operational efficiency.
• Reliable attendance and punctuality are essential and the ability to work flexible hours
• Professionalism and customer service orientation
• Compassionate and patient, as there is potential you will work with children of varying abilities.
• Establish and maintain a positive working relationship with all levels of SAFY staff by participating in joint meetings, and problem identification and resolution.
  • On-site support may result in company-paid travel and overnight stays.
• Strong organization skills, strong attention to details, accuracy and ability to prioritize workload
• Other duties as assigned.

What You Bring

We are looking for people from diverse backgrounds and experiences who are inspired by our noble mission to make a difference in the lives of the children and families in our care. You’ll be right at home if you are willing to learn from successes as well as setbacks, persevere in challenges and adversity, cultivate collaborative relationships, understand and leverage diversity, advocate for equity, aspire to work inclusively, and partner to drive your work and that of your team to the next level.

Education & Experience

• High school diploma or GED required; Associate degree is preferred
• 2 years of experience in an administrative office environment.

What We Offer

• Targeted hiring range: $18.000 - 25.00/ hr.
  • Compensation is commensurate with transferrable experience, education and licensure of candidate, location of the position, along with internal equity and budgeted amount for the role.
• Comprehensive benefit plan options including Medical, Dental, Vision, Disability, Life Insurance, Flexible Spending and Health Savings account options to meet your needs
• 401(k) Retirement plan with company match
• 10 paid holidays + 3 floating holidays per year, generous sick & vacation time and an additional day off for your birthday
• All regular full and part-time staff are eligible for quarterly and/or annual bonuses
• Tuition Reimbursement up to $5,000 each year
• CEU Reimbursement up to $1,000 each year
• On demand access to earned wages through Zayzoon
• Gain leadership skills, develop your clinical expertise, or earn CEUs with access to over 1,000 courses on our learning platform or through our talented in-house training department
• Clinical Supervision Reimbursement up to $300 per month
• Employee Assistance Program with 6 free visits per issue
• Free Financial Advisor Services
• Support Services for alternative Health Insurance and benefit credit reimbursement options
• Employee and Foster Parent Referral bonus program
• Leave donation program
• Adoption Assistance
• Mileage reimbursement
• Your choice of company paid cell phone or phone stipend
• Company laptop

SAFY is proud to be an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. SAFY does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, arrest record, conviction record, or any other personal characteristic protected by applicable law. This policy covers all programs, services, policies, and procedures of SAFY, including recruiting, hiring, training, promotion, and administering all personnel actions, such as compensation, benefits, transfers, layoffs or terminations.