Administrative Supervisor

2 days ago


Johnstown, Pennsylvania, United States Alternative Community Resource Programs Inc Full time
Job Summary

The Office Manager is responsible for overseeing the day-to-day administrative functions of the office. This includes ensuring the office runs efficiently, and that employees have the necessary resources to perform their duties effectively.


Key Responsibilities
  • Manage the clerical team, providing guidance and support as needed.
  • Assist in covering call-offs and employee absences, including filling open appointments immediately.
  • Attend treatment teams, take notes, and maintain medical binders/documentation.
  • Collaborate with satellite offices on client needs, including scheduling, faxes, and consultations.
  • Communicate canceled appointments and make necessary correspondence.
  • Create a weekly schedule for intake appointments.
  • Complete EVS/insurance checks for clients.
  • Ensure client calls are answered, assisting the Outpatient Director, Medical Supervisor, and Clerical staff as needed.
  • Compile and record medical charts, reports, and medical records.
  • Identify, recruit, and screen potential employees for position openings.
  • Input necessary information from psychiatric discharges.
  • Scan and attach interviews and pre-screens for patients.
  • Responsible for reviewing and sending office mail, faxes, and call-off notifications.
  • Maintain medical records, technical library, and correspondence of files.
  • Operate office equipment and order supplies as needed.
  • Oversee clerical staff at assigned office location.
  • Prepare, complete, and communicate necessary information to office staff.
  • Provide training for new and current staff.
  • Provide warm and informative customer service.
  • Schedule and confirm patient appointments, insurance information, and medical consultations.

Requirements
  • Possess a High School Diploma or equivalent and at least three years of administrative and clerical experience.
  • OR possess an Associate's degree in office administration or a closely related field and at least one year of administrative and clerical experience.

Preferred Skills and Abilities
  • Ability to organize and prioritize tasks, including delegation of tasks when appropriate.
  • Ability to type at least 40 words per minute.
  • Ability to work in a team and complete assigned tasks.
  • Analytical/problem-solving skills.
  • Collect, analyze, and interpret data from various sources.
  • Detail-oriented with good organizational skills and administrative abilities.
  • Excellent time management skills with proven ability to meet deadlines.
  • Exceptional communication skills, both written and verbal.
  • Extremely proficient with Microsoft Office Suite.
  • Knowledge of, or the ability to acquire familiarity with the roles and function of the assigned department.
  • Knowledge of, or the ability to comply with the State Mental Health Code.
  • Knowledge of applicable Federal and State laws pertaining to the protection of medical information.

Physical Requirements
  • Prolonged periods of sitting at a desk and working on a computer.
  • Prolonged periods of standing and moving.
  • Must be able to lift up to 15 pounds at a time unassisted.

Required Clearances and Documentation
  • Must possess a valid driver's license and have access to reliable transportation.
  • Act 31/Act 126 Mandated Reporter Training.
  • Act 34 Pennsylvania State Police Background Check - Criminal History.
  • Act 114 Department of Human Services FBI Fingerprints.
  • Act 33 Pennsylvania Child Abuse History.

Eligible Benefits:

  • Eligible for Medical, Dental, and Vision insurance (60-day waiting period).
  • Eligible to participate in the 403(B)-retirement plan.
  • Eligible for PTO accrual.
  • Eligible for paid holidays.

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