Location: Waukegan,IL, USA
The Office Manager II is a valuable member of our Primary Care/Behavioral Health Team who is responsible for the overall management of the Primary Care Behavioral Health program in conjunction with the Program Coordinator. An employee in this position functions as a staff manager and has the responsibility for organizing, planning, training, executing, controlling, and evaluating the operation. Creates and implements departmental policies and conducts monthly staff meetings.
To be successful in this role, we are looking for someone who
* Interpersonal Skills: Demonstrates an understanding of the likely effect of one's words, actions, appearance, and mode of behavior on others. Maintains stable performance and emotional control even when faced with opposition, pressure, and stressful situations.
* Communication: Respectfully listens to others to gain a full understanding of issues. Comprehends well, asking questions when clarification is needed. Presents information clearly and concisely orally and in writing; appropriately adapts message, style, and tone to accommodate a variety of audiences.
* Problem Solving: Meets internal and external customers' needs in a proactive manner that provides satisfaction for the internal or external customer within the resources that can be made available.
* Adaptability: Adapts to change and different ways of doing things quickly and positively. Do not shy away from addressing setbacks, ambiguity, or shifting timelines. Maintains performance with changing circumstances. Manages change-related stress well; deals effectively with varying people and situations.
* Collaboration: Cooperates with others to accomplish common goals. Works with employees within one's program and across the Agency to achieve shared goals. Treats others with dignity and respect and maintains a professional and courteous demeanor. Values the contributions of others.
* Inclusion and Cultural Competence: Supports and promotes an environment that respects, values, and holds opportunities for all, regardless of individual differences.
* Organizational Awareness: Combines job knowledge and broad organizational knowledge to help achieve the Agency's Vision. Able to prioritize tasks in order of value and urgency, allocating time and resources effectively based on appropriate priorities.
* Attention to Detail: Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.
* Stewardship: Careful and responsible management of entrusted resources - including people, time, finances, supplies, and materials. Maintains ethical actions.
* Personal Accountability: Consistently demonstrates a results orientation. Sets and achieves goals, working in a way that meets deadlines and standards. Accepts full responsibility for self and contribution as a team member. Displays honesty and truthfulness. Appropriately confronts problems quickly and accepts their role in them when necessary.
* Critical Thinking: Builds a logical approach to address problems or opportunities. Manages the situation at hand by drawing on one's knowledge and experience base. Calls on other references or resources as necessary.
* Planning and Organization: Establishes a systematic course of action for self or others to ensure the accomplishment of a specific objective. Sets priorities, goals, and timetables to achieve maximum productivity.
Schedule:
Monday - Friday
8:00 AM - 4:00 PM Supervises behavioral health clerical staff at the assigned clinic sites.
* Creates personal working files for each employee.
* Monitors time and attendance daily.
* Learns and utilizes the BOSS system to assist with monitoring tracking and ordering purposes.
* Conduct behavioral clerical staff performance appraisals.
* Assists in training clerical staff and monitors ongoing performance.
* Conducts periodic meetings with clerical staff and/or assists the Program Coordinator in preparation for monthly team meetings.
* Establishes employee leave schedules and arranges or directs replacement if applicable.
* Supervises the processing and distribution of clinical billings.
* Maintains a thorough working knowledge of the PCMS computer and its applications.
* Monitors Next Gen reports as assigned. Enters data into various computer programs.
* Manages psychiatric provider caseloads including closing inactive psychiatric cases
* Translate for Spanish-speaking clients for psychiatric providers and assist Medical Assistants with clerical tasks as needed
* Oversees clerical completion of referrals to PCBH
* Monitors the following reports:
o Missing encounters
o Sliding fee
o Visit statistic breakouts (monthly, quarterly, annually)
o Monthly MMC report
* Works with the Program Coordinator in compiling statistics for monthly reports, budgets, and departmental requests.
* Provide basic front desk duties when necessary.
* Assures that a PAF is generated for all employee status or data changes.
* Monitor the flow of the clinic daily.
* Prepares written correspondence/memos for the Program Coordinator as directed.
* Handles initial phone requests directed at a supervisory level.
* Learned equipment and supply needs and basic inventories for the program, including office supplies.
* Develops and maintains a basic knowledge of the Health Department and Community Health Center's services.
* Develops and maintains a basic awareness of the Chronic Care Model Processes to reduce Health Disparities within our communities.
* Develops and maintains a working knowledge of individual Emergency Preparedness roles.
* Participates in quality improvement activities to assess, monitor, and improve program services.
* Participates in mandatory in-services and drills, attends staff meetings, and other appropriate age-specific educational training offered regularly for professional development.
* Reports all unusual occurrences that may involve the safety and well-being of the clients/patients and co-workers, directly to the supervisor and/or Safety Officer.
* Develops, maintains, and implements appropriate policies and procedures to meet the program and regulatory needs.
* Performs other duties as assigned.
* Requires High School Diploma or GED.
* Minimum of four years of office experience.
* One-year supervisory experience.
* Working knowledge of Word and Excel programs.
As the largest human service provider in Lake County, we believe that services must be available without barriers. No residents are turned away due to the inability to pay. We believe in providing services in an environment of mutual respect, free of discrimination or bias. Whether assuring accessible and effective care, impacting policy, or assessing and monitoring risks, the Lake County Health Department and Community Health Center has been an essential part of the public health system in Lake County for 60 years. We are looking for passionate, qualified team members who can help make a difference in our agency and, most importantly, in our community.
Additional information about the Lake County Health Department, our culture, and why you should join our team can be found at
Currently, you must reside in Illinois or Wisconsin to work for the Lake County Health Department. Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.
The Lake County Health Department and Community Health Center is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics