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Office Manager

4 months ago

Pocono Lake, United States Y.A.P.A. Apartment Living Program Inc Full time
Job DescriptionJob Description

Our Mission: Enable individual persons who have serious mental illness, co-occurring substance use disorder and/or a dual diagnosis of SMI and IDD to live a life that is meaningful to her or him in the community on terms she/he defines.

Brief Description of Program:

PCS Mental Health, LLC will operate a Residential Treatment Facility for Adults (RTF-A) serving members from Lackawanna, Susquehanna, Luzerne, Wyoming, Carbon, Monroe and Pike Counties. In this locked, sixteen bed homelike setting, Members will continue in their recovery journey and will develop and improve the skills needed to disrupt the cycle of institutional living. The RTF-A will be staffed 24x7 to provide members the support, education and knowledge to live within the greater community. Each member will identify his/her own Blue-Sky, life-worth-living goal(s) and use these as inspiration in developing their unique Recovery/Treatment Plan.

Summary of Job Duties:

This position is responsible for keeping the office running smoothly and overseeing administrative support provided to the team by providing clerical work and managing the office. This position reports to the Program Director, but supports the entire team by managing the tracking of data, running reports, helping process IssueTrak tickets, and managing the phones.

Specific Responsibilities:

  • Gathering and uploading trackable date to remain within compliance of regulations and standards
  • Monitoring the completion of timely charting through chart audits and reports
  • Support the team and members with management of schedules.
  • Manage the admission/discharge information using our EHR system, including administrative intake of members
  • Support the team by interfacing with hospitals and the Medical/Clinical Team
  • Manage incoming calls to the Program
  • Manage requests for services from providers/members
  • Provide information on available Program Services and encourage members to seek out support from Clinical staff as appropriate
  • Partner with the Admissions Department to help facilitate admission to the Program, including ensuring that the room is ready and the team is aware of the admission
  • Ensure members complete their lab work
  • Support the team in ensuring that members attend scheduled groups and appointments
  • Run weekly reports in EHR to assist the Program Director, Psychiatrist, Clinicians, and other Program staff in order to manage charting, labs, and medication management
  • Engage with the Quality Team and assist Program Team in assessing member satisfaction of, identifying real or potential quality issues, and working toward overall quality performance
  • Order supplies (home, office, etc)
  • Complete trainings as aligned with regulatory compliance
  • All other duties assigned

Qualifications:

  • Ability to set routines and establish work priorities while interacting on a regular basis with Program Staff, Members and other staff throughout the company
  • Ability to multi-task, prioritize, and meet deadlines in a fast-paced environment
  • Ability to work independently and get projects completed in a timely manner
  • Ability to maintain consistent and punctual attendance
  • Strong knowledge of MS Office, including Word, Excel, Access, Power Point, and Outlook, required
  • Strong analytical skills
  • High School Diploma required; Associates Degree preferred
  • Must have the ability to have fun at work

Position expectations

  • Staff member will participate in a multidisciplinary treatment team and will support and implement interventions and clinical directives as directed by the Program Director and the Team.
  • Staff member will demonstrate in their work with Members at ALL times, compassion, and concern when supporting a Member through embracing our organization's Mission and Core Values.
  • Staff will approach Member engagement from a non-judgmental stance understanding that a Member's behavior is driven by past experience, which may include trauma.
  • Staff will treat and speak to Members with supportive kindness even when a Member demonstrates intense behavioral or emotional actions. Staff will show Members dignity and respect for their values and lifestyle.
  • Staff will seek out appropriate support, consultation with and supervision from the Program Director, when they are uncertain about how to respond or support a Member effectively.
  • Staff will report back to the treatment Program Director and the Team, any observations of Member behavior that suggests Member may need additional treatment interventions and/or support.
  • Staff will engage with all external parties/individuals with appropriate professionalism and with a positive customer service approach, understanding that they are representing the organization at all times.

PCS Mental Health is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, or any other protected class. We encourage all to apply.