Office Manager

Office Manager (Via Avanta)

This is a onsite position based in Pacoima, CA. The work schedule is Monday through Friday from 8:30a-5:00p.

The pay range for this role is $26.37-$30.33 per hour.

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About Didi Hirsch

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation's first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable. More than 1,000 dedicated employees and volunteers make Didi Hirsch's work possible.

Summary

As an Office Manager, you will supervise and perform administrative, clerical, and general support duties to ensure the office operates smoothly and efficiently in support of the program.

Primary Duties

• Supervises all support staff, including hiring, training, and supervising performance.
• Manages workflow, and assigns of duties for support staff at worksite.
• Ensures coverage for all front office support functions, including reception coverage during open hours.
• Conducts safety drills (earthquake, fire, etc.)
• Conducts ergonomic evaluation and follow up.
• Attend DMH related training.
• Oversees medical records processing.
• Coordinates room scheduling, room set up for large meetings.
• Coordinates facilities maintenance including interfacing with administration regarding facility's needs, ordering supplies, conducting monthly safety walk, overseeing repair and maintenance of office equipment and building issues.
• Provides administrative assistant support for the Program Director and other managers, including word processing, copying, scheduling, etc.
• Ensures that proper procedures are followed and that deadlines are met for data entry, intake/administrative documentation, financial screening, filing, chart maintenance, outcomes, measurement documentation, Medi-Cal verification, and Coordinated Service Tracking.
• Gathers data and reconciles various required monthly reports (e.g., Indigent, Error Correction Report, and potential Medi-Cal).
• Interfaces with the Business Office to ensure that administrative documentation in client charts is complete, current and maintained in accordance with Agency standards, licensing and applicable state and federal laws.
• Regularly communicates with Business Office staff to keep them informed regarding the status of Business Office functions at the site.
• Ensures that proper procedures and internal controls are followed for client fee collection as well as share of cost fees and documentation.
• Interfaces with Accounting department to ensure that information and back-up documentation for billing and cash receipts is accurate and complete; submits reports to billing department in a timely fashion; researches and resolves discrepancies.
• Interfaces with IBHIS department relative to on-site support for networking and peripheral equipment at site.
• Assists in monitoring program expenses and maintains/controls petty cash.
• Sorts and distributes mail, prepares outgoing mail including internal office mail, external office mail, overnight services, delivery services and registered mail.
• Develops and maintains office manager skills through seminars, workshops, or other forms of training/education.
• Attends routinely scheduled meetings as requested or required for the program, division, or Agency.
• Performs routine supervisory duties, assigning and reviewing work for accuracy and completeness as well as completing performance evaluations for employees'.
• Covers for other office managers at site or at other Didi Hirsch Sites if needed.

Position Requirements

• High school diploma or equivalent.
• Minimum two or more years of progressively more complex administrative/clerical experience, preferably in a social service/mental health environment.
• Some supervisory experience is preferred.
• Demonstrate a working knowledge of general office management practices and procedures.
• Demonstrate excellent organizational and time management skills.
• Demonstrate leadership and basic supervisory skills sufficient to lead three to seven direct reports.
• Possess leadership skills and the ability to develop team relationships and negotiate in conflict situations.
• Support the values and mission of Didi Hirsch as they relate to employment.
• Know and comply with division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to substance abuse programming.
• Demonstrate current knowledge of all job specific skills to include: strong working knowledge of computer systems and software (e.g., word processing, spreadsheets), public welfare eligibility, billing, contract compliance, documentation and client record maintenance.
• Possess basic math skills sufficient to monitor program client billing and petty cash related functions.
• Present ideas, information, and viewpoints clearly, both verbally and in writing.
• Utilize analysis, experience, and judgment to make good business decisions.
• Adapt to changing needs by acquiring new skills and knowledge.