Business Services Manager

Working Title: Business Services manager
Program: Business Services Team
Pay Range:$6,353.33-$6,871.76/month
Location: Hood River, The Dalles or Sherman County
FTE: 1,0 FTE (37.5 hours per Week)
FSLA Status: Exempt
 

Mid-Columbia Center for Living (MCCFL) is a Certified Community Behavioral Health Clinic (CCBHC) that specializes in providing services that are both trauma-informed and recovery-oriented to persons / consumers with mental illness and addictions. Trauma-informed care includes safety, choice, collaboration, trustworthiness and empowerment for both clients and staff. MCCFL serves Hood River, Wasco and Sherman Counties and utilizes a consumer-involved, consumer-engaged and consumer-driven model. MCCFL provides a whole-person care approach to adults and children to address both physical and mental health needs. MCCFL offers a variety of programs including a mobile crisis unit, intensive case management, ongoing counseling, community support, supported employment, jail diversion, hospital discharges, hearings and more.
Classification General Statement:

The Business Services Manager is responsible for general office management to include supervision of Business Services staff, referral coordination, medical records and facilities for MCCFL Business operations; coordination of facilities management of MCCFL offices; and management of fleet of vehicles.

Essential Responsibilities of the Classification:
 

• Ensures smooth operation of the components of the business offices to include:  day-to-day operation of staff; and ensures customer service delivery and team functions are being carried out in an effective and professional manner that are in keeping with the mission and vision of MCCFL.
• Responsible for direct supervision of assigned staff to include training/staff development; discipline; job performance; interviewing and making recommendations on hiring and termination; and monitoring workloads.
• Provides leadership, problem solving, mentoring/coaching, and professional assistance to staff.
• Coordinates the activities of contractors and vendors providing construction, maintenance, repair and purchase of improvements, equipment, supplies and services at office facilities, including heating and air conditioning, electrical, plumbing, safety, security, telephone, parking lots, office equipment and office supplies; analyzes and makes recommendations on facility space planning and development; develops recommendations for future facilities, space utilization and service requirements; coordinates and responds to facility emergencies, safety complaints and other facility issues.
• Responsible for research, purchase, repair, storage and inventorying of office furniture and fixtures.
• Responsible for oversight of all vehicles in company fleet, including purchase, licensing, insuring, maintaining, scheduling, repair, and final disposition.  Ensures contracts are in place for vehicle maintenance.  Maintains database of all vehicle maintenance.  Researches, analyzes and make recommendations on purchase and replacement of vehicles.
• Receive and answer inquiries of the public, either in person or over the phone, which requires extensive knowledge of the operation procedures of MCCFL.  Assists Business Services staff in answering inquiries, giving referrals and supplying information to the public.
• Assist Business Services staff with overflow (i.e., word processing from rough draft or dictation; telephones; accounting applications; and data entry).
• Responsible for maintenance of agency telephone and voice mail systems, fax and copy machines.  Provides training in phones, voice mail, and e-mail systems as needed.
• Assures smooth functioning of the office to include monitoring of workflow, coordinating and assigning staff as necessary.  Responsible for ensuring contracts are in place for outsourced typing services.
• Responsible for overseeing medical records management to include opening and closing of files and required State reporting.  Assures confidentiality of client information.
• Responsible for coordination of inventory and ordering of office supplies for all MCCFL business offices.
• Acts as liaison between clinical and Business Services Specialist staff to ensure necessary implementation of, or changes in, procedures as required or requested by clinical staff or management team.
• Provides leadership to the Business Services Team and participates on other MCCFL committees and teams as needed.
• Assists with other office management duties as assigned.

Job Specifications Any eligible combination of education and experience that qualifies the applicant to meet criteria and also demonstrates the ability to perform the position’s essential responsibilities. This might typically include:

• High school diploma or the equivalent G.E.D. certificate, supplemented by additional work experience and/or coursework in computer science, office systems and administration. 
•  Four years of responsible administrative experience to include basic accounting, computer and office management functions.
• Must have at least one year of supervisory experience with office professionals.  Equivalent combination of education and experience will be considered.
• Other Skills and Abilities:  Considerable knowledge of office principles and practices.  General knowledge and experience

 
Other Required Knowledge, Skills and Abilities:

• Considerable knowledge of office principles and practices.  General knowledge and experience of basic accounting procedures, word processing and data entry.  Knowledge of computer database management is desirable.  Must demonstrate the ability to supervise and assign work to subordinates; ability to work effectively with other employees and the general public. Good organizational and time management skills are essential Must be able to work with minimal supervision.  Must be able to accurately type a minimum of 60-65 wpm.  Must have in depth knowledge of standard office equipment to include computer, phone system, copier and fax machines and 10-key calculator.
• Considerable knowledge of facility management practices and vehicle maintenance practices is required.
• Bilingual in Spanish/English preferred.
• Confidentiality:  This position requires the handling of highly confidential information.  Must adhere to rules and laws pertaining to client confidentiality. 
• Communication Skills:  Must be able to communicate information in both oral and written form with the ability to present and exchange information internally across teams and co-workers, and externally with clients and the public.  Information communicated ranges from routine/basic information to complex and confidential information.  Must have the ability to handle complex personnel matters and communicate issues appropriately with staff.
• Teamwork & Leadership:  Must be able to work effectively and constructively with Business Services Team and other MCCFL teams.  Participates as a Leader for the Business Services Team and provides guidance regarding goals and objectives and encourages other members’ participation in achieving results.

Leadership Received:

This position works under the direct supervision of the Executive Director. The designated supervision emphasizes independence of method and process while indicating accountability for results.

Physical Demands:

• While performing the essential duties of this position, the employee is regularly required to use office automation including computer and phone system that requires fine manipulation, grasping, typing and reaching. The employee may be required to sit or stand for several hours at a time, depending on environment and need. This position may occasionally be required to lift up to twenty (20) pounds, and to kneel, reach, bend or squat while in the office or in the community.
• Specific vision abilities required by this job include close vision, peripheral vision, and depth of perception, the ability to adjust focus, and distance vision (if driving).
• The employee should possess a valid driver's license for vehicle travel between business offices in order to attend required meetings and/or trainings.

Work Environment:

• Work is performed in an office environment. The office environment is typically with moderate stimuli and may often result in exposure to increased sensory experiences.  Universal Precautions and remaining alert to environment are critical to address the potential for violent behavior, safety concerns, biohazards, noise and contaminants.

 

• While this description is intended to accurately reflect the activities and requirements of Business Services Manager position, management reserves the right to modify, add or remove duties as necessary. Job responsibilities are subject to possible modification to reasonably accommodate the needs of the individuals served by this agency. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

MCCFL provides reasonable accommodations for qualified individuals with disabilities. To request accommodation in the recruitment or selection process, please contact human resources at 541-288-4359 or email hr@mccfl.org.

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