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Office Manager

3 months ago

Grand Forks, United States The Village Family Service Center Full time
Job DescriptionJob Description

Who we are:

The Village is one of the region's leading non-profit human service organizations. We provide behavioral health and other community services across North Dakota and Minnesota. It's a place where you can build a career and help people at the same time.

What we do:

Are you someone who can provide exceptional customer service, be dependable and are able to work independently and/or within a team - then The Village Family Service Center in Grand Forks, ND has an opportunity for you to join our team as an Office Manager.

The office hours are Monday 8 AM - 7 PM & Tuesday through Friday 8 AM - 5 PM. The usual schedule for this position is Monday through Friday 8:00 AM - 5:00 PM. Must be flexible to cover the evening shift from 5:00pm -8:00pm, as needed.

Job Duties/Responsibilities:

  1. Provide Customer Service Functions; i.e., answering phones, respond to customers in a helpful manner, field questions/ referrals/information requests/scheduling intake and counseling appointments, accepting payments/writing receipts.
  2. In collaboration with Office Manager Lead: Manage hiring, supervision, scheduling, performance evaluations and training of administration staff.
  3. Responsible for client confidentiality in all aspects of office operations.
  4. Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
  5. Direct phone calls to appropriate staff and/or take messages and facilitate the flow of information.
  6. Provide administrative support to the RPS/Supervisor (preparing/organizing reports, collecting statistics, preparation for meetings, etc.)
  7. Provide administrative support services to Office Staff (typing, dictation, file management, billing information, data entry).
  8. Responsible for Daily Operations of Office:
  9. Clean and maintain office through the cleaning service.
  10. Open and lock doors and windows at appropriate times.
  11. Order and stock supplies appropriately.
  12. Monitor machines to ensure highest functioning and efficiency: Copier, fax, telephone, computer, etc.
  13. Act as liaison between Business Office and therapist to ensure time entry/billing is done timely and accurately.
  14. Provide necessary information to clients and therapist regarding paperwork, payment and or changes in coverage.
  15. Ensure all necessary documents are completed and signed to facilitate payment of all services.
  16. Provide necessary information to the Business Office to process claims (i.e. insurance information, NEAP billing, payment from clients).
  17. Proficient in the use of Microsoft Office, Windows 98 or newer, Word, Excel, to type letters, reports, newsletters, and statistics.
  18. Prepare necessary items for meetings (i.e. reports, food, agenda items)
  19. Be knowledgeable of The Village's Quality Assurance policies and practices.
  20. Collaborate with management to identify and meet changing operational needs of staff and clients (rent, lease).
  21. Stay current on required training.
  22. Perform other job-related tasks as appropriate.

Job Qualifications/Requirements:

  1. Ability to handle multiple projects and meet deadlines.
  2. Proficient in use of office equipment; i.e., computer, copier, fax, etc.
  3. Proficient in Microsoft office products, Word and Excel.
  4. Organized, efficient, detail-oriented.
  5. Excellent customer service and communication skills.
  6. Good organizational, time management, and confidentiality skills.
  7. Ability to work collaboratively.
  8. Must have non-judgmental attitude, respect for and sensitivity to diversity and individuality
  9. Prior managerial or supervisory experience and/or working in a healthcare setting w/ knowledge of insurance company guidelines, processes, and HIPAA regulations is a plus.

What we offer:

  • Medical Insurance for you & your family partially paid by The Village
  • Generous Health Saving Account contribution by The Village for eligible employees enrolled in our health plan.
  • 100% 403(b) Retirement Match up to 5% on the first of the month starting hire.
  • Voluntary Insurances including Dental, Vision, Dependent Care FSA, Critical Illness, Hospital & Accident insurance, Petzey.
  • Employer paid Short-term disability, Long-term disability and Life Insurance for employees working 20 + hours per week.
  • 8 to 9 Paid holidays
  • Starting Paid Time Off (PTO) of 13 days/year.

If you feel that this position would be a great fit for you, please fill out our 3-minute mobile-friendly application so that we can review your information. We look forward to meeting you

The Village Family Service Center is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.


Must pass criminal background check.



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