Office Manager II - Normandie Village

SUMMARY OF POSITION

The Office Manager supervises and processes resident payments, monitors staff certifications, records meeting minutes, performs all front office functions, and supervises the Secretary and File Clerk. The Office Manager is a member of the Normandie Village management team. 

ESSENTIAL DUTIES       

• Supervises daily office operations including telephone coverage, maintaining client room pass and bed rest logs, accountability calls, typing, filing, etc.
• Drafts and types business communications and other miscellaneous documents. Constructs forms, rosters, checklists, etc., which facilitate program operations.
• Operates and understands minor maintenance for office equipment.
• Coordinates the repair of all computers and office equipment with outside contractors.
• Attends, participates, and transcribes minutes from staff meetings and managers meetings
• Coordinates the admission and discharge of all clients
• Supervises the construction of client’s charts, the processing of client paperwork, audits of charts, breakdown of charts following client discharge, and storage of client files. Serves as the HIPPA designated individual, responsible for recording disclosures of client information in client charts.
• Completes daily census and monthly census summary when billing representative is unavailable
• Coordinates staff scheduling
• Completes daily census and monthly census summary when billing representative is unavailable
• Maintains petty cash and processes check requests
• Coordinates all accounts payable with hospital finance department
• Conducts and monitors orientation for all newly hired staff
• Coordinates training and continuing education needs of department staff. Coordinates completion of educational program summary records for staff
• Provides administrative supervision to the Program Director and clinical staff
• Follows up to ensure that supervisee(s) is/are meeting required objectives and deadlines, and assists if necessary
• Formally reviews and appraises the performance of supervisee(s) annually
• Assists in personnel actions, such as recruitment, evaluations and discipline
• Assists Program Director in program development and administrative functions, as needed
• Provides on call coverage for emergency consultation and intervention outside of regular work hours
• Performs other additional related tasks as assigned

EDUCATION & CERTIFICATES

• High School Diploma
• Vocational School training, Business College or college units toward a related field.

EXPERIENCE/QUALIFICATIONS

• 3 to 5 years of experience, with prior supervisory experience preferred.
• Experience in mental health or corrections environment, familiarity with related terms.
• Experience in billing, bookkeeping/accounting and/ or money handling,
• One year experience in mental health facility or with medical records.

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver’s license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.

Gateways believes that our people are our greatest asset and is proud to offer competitive benefits that support their health, happiness and career development. 

• Cover 100% Medical/Dental/Vision Premiums for all Full-Time Employees and 1 Dependent 
• 8 Paid Holidays + 4 Personal Holidays in Calendar Year
• 2 Weeks of Vacation
• 403b Retirement Plan Company Match 8%
• Annual Company Events