Operations Coordinator

7 days ago

Fredericksburg, Virginia, United States Rappahannock Area Community Services Board Full time
Job Summary

The Rappahannock Area Community Services Board is seeking a highly skilled and experienced Office Manager to join our team. As an Office Manager, you will be responsible for managing and performing the administrative office functions of our large agency clinic, including the supervision of subordinate clerical staff.

Key Responsibilities
  1. Administrative Support: Provide administrative support to the clinic, including answering office telephone calls, screening calls, and providing information to clients and staff.
  2. Client Services: Greet individuals and public visiting the clinic, make initial observations and assessments, and make referrals to appropriate staff or service providers.
  3. Financial Management: Conduct financial interviews and appeals, assess client financial responsibility, and explain agency financial policies.
  4. Insurance Verification: Verify insurance benefits with insurance companies and validate and enter individual-related data into electronic medical records.
  5. Calendar Management: Manage clinic/professional staff appointment calendars.
  6. Record Keeping: Process and enter or update admission intake, discharge, and substance abuse data, post payments to client accounts, and run cash reports.
  7. Complaint Resolution: Research and respond to individual complaints and questions regarding billing.
  8. Inventory Management: Maintain inventory of office and first aid supplies and requisition as needed.
  9. Drill Coordination: Schedule, conduct, and document fire, tornado, power outage, and other health and safety drills.
  10. Mail and Bank Services: Pick up, sort, and distribute incoming mail, post and deliver outgoing mail, and prepare and make bank deposits.
  11. Correspondence: Compose and type routine office correspondence.
  12. Supervision: Supervise other office support staff, lead implementation of office performance objectives, and plan and manage administrative and service work flow.
Requirements

To be successful in this role, you will need:

  • High School Diploma and extensive administrative experience working in a business office, including considerable experience in an office serving the mentally ill, substance abusive, and intellectually disabled.
  • Valid Virginia Driver's License
Knowledge, Skills, and Abilities

You will need to possess:

  • Thorough knowledge of modern office practices, procedures, equipment, and secretarial techniques.
  • Thorough knowledge of modern office software applications, e.g., Microsoft Office, Word, etc.
  • Thorough knowledge of the operation and use of electronic medical records.
  • Thorough knowledge of the terminology common to the program served.
  • Considerable knowledge of public and private third-party payor guidelines and requirements.
  • Ability to conduct effective interviews and establish rapport with the individual population.
  • Ability to communicate effectively orally and in writing, and use correct punctuation, spelling, and grammar.
  • Ability to type at a rapid rate and perform administrative and complex clerical tasks requiring accuracy and attention to detail.
  • Ability to file, index, and use cross-referencing methods and prepare and maintain records.
  • Ability to safeguard the confidentiality of sensitive information and perform routine arithmetical calculations.
  • Ability to understand and carry out oral and written instructions and efficiently use personal computers, facsimiles, printers, and other office machines.
  • Ability to function calmly in stressful situations and drive a vehicle.

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