Office Manager I

Agency Profile: Spectrum Health & Human Services respectfully partners with adults, children, and families as they recover from behavioral, emotional, mental health and/or substance related disorders by offering individualized and meaningful opportunities of hope, empowerment and support to achieve self-defined improvements in their quality of life.

Full-time: 2550 Main Street, Buffalo, NY

SUMMARY OF POSITION FUNCTION:

Performs complex administrative tasks and provides administrative support to a department head and/or manager. May also train clerical support staff.

MAJOR DUTIES AND RESPONSIBILITIES:

• Knowledge and demonstration of agency core values in day-to-day activities
• Ensure the criteria for a high performing team member and the values that support trust, interdependencies and teamwork are role modeled and consistently evidenced in the work environment
• Consistently maintain a neat, organized work environment
• Assists with the Pulling Charts and preparing records to give to the Psychiatrist or NPP
• Processes Intakes, scheduling, auditing of all progress notes, posting and filing
• Schedule preparation to include authorization verification, copay/private fee amounts, client balances and the appropriate notification of senior staff when appropriate
• Constant verifications of 3rd Party payers, Medicaid and authorizations, completion of client financial reviews
• Reconciliation and posting of all client payments
• Processing of client records
• Typing
• Oversight of other Office Staff with day-to-day tasks
• Constant direct communication with Director of Reimbursement & Support Services
• Other Duties as assigned
• Type business letters, memorandums, reports, charts, etc. on a personal computer
• Composes and prepares routine correspondence for signature
• Establishes and maintains confidential files and records
• Proofreads and corrects grammatical, punctuation and spelling errors
• Maintains calendar and schedules appointments; sends/receives incoming and outgoing mail and faxes; and follow-ups on dates for action items
• Attends departmental meetings; takes notes and prepares/distributes meeting minutes
• Orients new personnel to agency’s policies and procedures
• Answers telephone and direct calls to the appropriate person
• Orders and maintains office supplies and equipment
• Operates office machines and instructs others in the operation of same

SKILLS/COMPETENCIES:

• Ability to generate standard business letters, forms, contracts, proposals, presentations, etc. Strong understanding of and ability to use internet search engines
• Excellent interpersonal skills and communication skills both verbal and written
• Meticulous documentation/recording skills and attention to detail; excellent time management and organizational skills
• Ability to handle multiple tasks
• Proficient in the use of computer software such as MSWord, Excel, Power Point, Desktop Publishing, Outlook, etc.
• Ability to operate office equipment

EDUCATION REQUIREMENTS:

• High School Diploma or equivalent

EXPERIENCE:

• Three years work-related experience. Previous supervisory experience preferred

Must possess valid Driver’s license and ability to travel between locations if needed.

COMPENSATION: $20.08/hr - $25.60/hr