Office Manager Location/Program: New Bedford / Outpatient Education/Licensure: High School diploma or equivalent (GED) Salary range: $45,000.00 to $58,000.00 (Education & experience dependent) Status: Full Time Schedule: Monday-Friday 8am-4:30pm or 9am-5:30p Benefits
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Long & short term disability
- Discounted auto/home and renters insurance
- 403b - Retirement
- FSA & DSA
- PMLA
- Employee Assistance Program
- Bonuses & Referral
- Eligibility for free classes to become a Licensed Counselor or Recovery Coach
- Education days to use towards CEU's
- Free meals at select programs and when available
- Unmatched Leave Time (FT employees can earn up to 3 weeks in first year)
About Us Outpatient substance use disorder and mental health services are located across Southeastern Massachusetts in Brockton, New Bedford, Plymouth, and Taunton. At most sites, services are provided during the day and many clinics have evening hours. We offer individual, group, medication management, and family services to address diverse clinical needs. An interdisciplinary team of professionals includes licensed social workers, mental health clinicians, Master's level clinicians, certified addictions clinicians, psychiatrists, and psychologists. High Point & Affiliated Organizations is a health and human service agency whose mission is to treat and prevent substance use disorders and mental illness. High Point has programs located throughout Southeastern Massachusetts offering a full continuum of care for substance use and mental health treatment, including inpatient, outpatient, residential, and community-based services. Programs and services also assist survivors of abuse, violence, and families experiencing homelessness. High Point believes that everyone has inherent goodness, worth, and dignity. Our goal is to help individuals and families achieve personal change and improve their quality of life. Office Manager Requirements
- Must have the ability to work with others in a cooperative and collaborative manner
- Demonstrate strong customer service skills, presenting as courteous and professional at all times with an understanding of boundaries and ethics.
- Knowledge of office administration duties including basic computer skills and software programs including Word, Excel, MS Outlook, SharePoint, and Asana
- Proficient in typing and keyboard skills (the ability to type 40 words per minute)
- Attention to detail and high level of accuracy.
- Demonstrate flexibility and ability to perform multiple tasks
- Must have excellent verbal and written communication skills, including the ability to organize ideas in a logical and clear fashion
- Proficient and knowledgeable of navigating HPAO's Electronic Medical Record including the ability to learn, use and train
- A basic understanding of substance use and mental health disorders
- A basic understanding of third-party billing practices and procedures
- Attend trainings as outlined within the Employee Handbook
- Comply with Federal Regulations, 42 CFR Part 2, Substance Abuse Confidentiality Regulations and HIPAA Regulations
Office Manager Duties and responsibilities
- Represent organization in a professional, courteous, non-biased and motivational way
- Constant communication with Site/Program Director of office progress and working with them to improve office operations and procedures
- Act as resource to management/staff regarding department procedures
- Act as liaison / provide assistance to all management / program staff;
- Provide administrative, clerical, and general overall daily support to Site/Program Director
- Ensure front office/reception area/restrooms are kept in a clean, organized, stocked and efficient manner
- Greeting and assisting visitors and new staff to the office/meeting
- Assist Supervisors with the onboarding process (scheduling interviews, and onboarding assistance
- Schedule meetings (staff meetings, adhoc meetings, etc) as directed, and communicate with management team / staff when a meeting is scheduled
- Coordinate with management team to create and review agendas for all program specific meetings
- Attends, takes, maintains and distributes meeting minutes/reports in order to communicate outcomes of meeting to other lead management staff/program support staff promoting better continuous communication within the program;
- Attempt to resolve administrative concerns that may interfere with the day-to-day operation of program;
- Serve as a central contact for ordering and maintaining inventory of approved office supplies and equipment; **maintain par levels of necessary products
- Cover front end staff during vacations, call outs, staff shortages as well as emergency coverage when needed during posted hours of operation
- Responsible for timely submission of all administrative tasks and completing assigned tasks in a timely, confidential, and accurate manner
- Creates and maintains various documents, databases, forms, and manual filing systems as directed
- Prepare necessary reports (ie: error grid report) and makes changes according to policy and procedures;
- Demonstrates behaviors that recognize the rights of patients as defined by the patient rights
- Provides oversite to designated operational staff (front desk, security, drivers, etc.) including recruitment, scheduling, supervision, performance evaluation, key performance indicators, and ensuring adherence to policies and procedures as well as day to day operations.
- Delegates task to receptionist, administrative assistant, and drivers
- Reporting office progress to senior management and receptive to feedback to improve office operations and procedures
- Assist in distribution of all internal and external communications, replying to email, telephone or face to face inquiries timely.
- Ensuring Patient Resource Area and other pertinent patient / staff documentation / notifications are up to date according to policy.
- Coordinates with Directors to develop and update administrative systems to make them more efficient
- Coordinating repairs to office equipment, building, IT requests and maintenance issues (ie. Worxhub, HPAO Ticket System, etc.)
- Review Key Performance Indicator (KPI) for specification of job requirement.
- Will assist program management with Recruiting Gateway, Onboarding Gateway and tasks as needed;
- Will assist program management with Advanced Scheduler as needed;
- Other duties as assigned by Site/Program Director/Senior Management Team
Office Manager Qualifications
- High School Diploma, Associates or Bachelor's preferred
- 2-year secretarial experience in an office setting preferred
- 1-year supervisory experience preferred