Administrative Supervisor
2 days ago
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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