Job DetailsJob LocationCRTP - Los Angeles, CASalary Range$25.00 - $28.53 HourlyDescriptionTitle of Position:Office ManagerLocationCrisis Residential (CRTP)Exempt/Non-Exempt:Non-ExemptUnion/ Non-Union:Non-UnionSupervisor:Program DirectorGateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.SUMMARY OF POSITIONThe Office Manager ensures the smooth operation of administrative functions within the program, including client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies.ESSENTIALS DUTIES
- Performs all administrative duties, including answering phones, scanning, filing, faxing, mailing, printing, collating, and uploading/downloading documents.
- Maintains, participates in, and transcribes accurate meeting minutes
- Constructs forms, rosters, checklists, etc., which facilitate program operations.
- Coordinates accounts payable check requests with hospital finance department.
- Maintains petty cash in accordance with agency guidelines.
- Oversees client accounts and weekly banking, ensuring accurate record keeping and timely notification to Program Director and/or Forensic Clinician of concerning items/inconsistencies.
- Acts as a liaison to the Business Office to ensure accurate record keeping of all client transactions.
- Works collaboratively with the Case Manager to accurately track clients' benefits and life support balances.
- Providers (e.g., Medi-Cal, Medicare, etc.); and maintenance of the company vehicle.
- Acts as a liaison with outside service providers (e.g., shredding company, pest control, building management, water delivery, etc.) to ensure consistent service and payment of invoices.
- Coordinates with the Gateways CRTP team regarding patient transfers, check requests, and life support needs.
- Conducts facility orientation for all newly hired staff.
- Maintains effective and professional communications with other departments within the agency, including Satellite, FCTP, Finance, Business Office, EVS, Engineering, and IT Support so as to ensure the smooth operation of the program.
- Operates and understands minor maintenance for office equipment.
- Monitor the notification of computer problems and the completion of repairs of all computers and office equipment with IT Support
- Assists Program Director in program development and administrative functions, such as quality indicator reports (e.g., QI and MRR), as needed.
- Proficiently uses Microsoft Office Suite, an electronic medical record, and Sharepoint.
- In support of the Program Director, helps keep the team updated on all policy and procedure changes when needed.
- Works collaboratively with multi-disciplinary treatment team, including timely and effective communication.
- Maintains effective and professional communications with relevant community agencies the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed.
- Maintains an objective and professional relationship with clients at all times.
- Ability to work independently, and with continuous interruptions.
- Responsible for maintaining office in a neat and orderly condition.
- Ensures supplies are fully stock and ordered in a timely manner.
- Collaborates with human resource department, ensures department personnel are reminded of and completing annual renewals, and new hire onboarding processes, using the Gateways' nondiscriminatory employment procedures and policies.
- Assists physicians and nurse practitioners with scheduling, managing wait room, EHR entry, and other tasks as designated.
- File all documents related to the evaluation unit on the G drive using the appropriate naming format.
- Maintains job interest and technical skills
- Performs other related tasks as directed and seeks additional tasks during slow times.
- Oversees and completes tasks of Administrative Assistant in their absence.
- Enters admits into EHR system
QualificationsEDUCATION & CERTIFICATES
- High School Diploma
- Vocational school training, Business College, or college units in a related field.
EXPERIENCE/QUALIFICATIONS
- 3-5 Years experience in office work. Supervisory experience a plus.
- Experience in mental health or corrections environment, familiarity with related terms.
- Experience in billing, accounting and/or money handling.
- Experience in mental health facility or with medical records.
- Competence in computer operations, including standard Microsoft programs such as Word, Excel, and Outlook.
- Ability to communicate effectively in English, both verbally and in writing.
- Ability to communicate effectively with all staff.
- Ability to maintain confidentiality.
- Ability to work independently.
- Outstanding language and communication skills.
- Demonstrated ability to make competent decisions and work independently when circumstances warrant.
- Basic billing and budget skills.
- Ability to cope with situations that are challenging.
- Demonstrated supervisory administrative abilities necessary to manage department operations.
- Proven ability to work with adult population.
- Functional knowledge of quality management techniques
REQUIREMENTS
- Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
- Valid California Driver's license.
- TB clearance.
- Driving record acceptable for coverage by Gateways insurance carrier.
- Fire and Safety Training*.
- First Aid Training Certification*.
- CPR Certification*.
- Crisis Prevention Institute Training (CPI)**
* Note: If indicated certifications/licenses are lacking, they must be obtained within 180 days of hire.**Training needs to be completed within 30 days from the date of hire on a designated date provided by onboarding. Staff need to be certified at the commensurate level for their role to perform their job duties (staff will be taken off the schedule if certification is not achieved).PHYSICAL REQUIREMENTS
- To perform this job you must be able to carry out all essential functions successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.
- Employee will be required to lift and/or move unassisted up to 25 pounds.