Supervisor of Administrative Services (5710)

*Sign-On Bonus

Take advantage of our new sign-on bonus! Center for Family Services is a place where you can be part of a dynamic, top workplace team dedicated to improving lives. When you apply and get hired, you are eligible for a $500 sign-on bonus.

Location: Phillipsburg, NJ & Warren County, NJ

Job Type/Status: Full-Time (35-hour workweek, Monday-Friday)

Salary: $45,500 per year

Position Summary

The Supervisor of Administrative Services of the Center for Family Services supports the psychiatric, clinical and direct service staff in an outpatient behavioral health office located in Phillipsburg, NJ. This full-time 35 hour/week position oversees the onsite administrative support staff and manages the front desk for this office site. This role is essential in maintaining accurate records, ensuring compliance with regulatory standards, and supporting our team in delivering exceptional client services. The ideal candidate will possess strong administrative skills, a commitment to confidentiality, and a proactive approach to problem-solving.

Duties and Responsibilities

• Directly supervise the administrative support staff within the Phillipsburg Office.
• Evaluate staff on a regular basis, both formally and informally, and participate in the hiring, staff evaluation, employee counseling, and separation process of reporting positions.
• Ensure front desk staff coverage for the Phillipsburg office location.
• Orient new staff and interns to building operations and systems, submit IT Tickets to re-assign the telephone desk extension.
• Maintain proficiency in CareLogic, the electronic health record system, and provide support to users.
• Train administrative and clinical staff on CareLogic reports.
• Maintain proficiency in agency Ticket systems, such as IT and Facility Ticket systems, and submit tickets as needed.
• Maintain proficiency in Clarity Incident Reporting System to support staff and submit Incident Reports timely and accurately, per agency policy.
• Maintain open communication with the supervisor to share information. Immediately communicate any and all concerns as they arise.
• Conduct chart audits to ensure compliance with front desk procedures such as monthly Medicaid verification, distribution of letters for missed psychiatric appointments, and Medicare client appointment scheduling.
• Supervise front desk operations for the Phillipsburg Office.
• Answer telephones and appropriately route calls or take messages.
• Schedule appointments in coordination with clinical and medical staff.
• Collect client fees and post payments in the electronic health record.
• Ensure accurate and timely completion of forms necessary for third party reimbursement, alert Billing Coordinator of any change in client insurance company.
• Scan documents into CareLogic client record and scan documents for staff as needed.
• Organize and maintain clinical records in CareLogic, the electronic health record system.
• Data enter into external systems, such as DMHAS-USTF , as needed.
• Type required assignments accurately and promptly.
• Perform clerical functions, as appropriate.
• Manage requests for client records for Phillipsburg location, submit record requests to the Privacy Officer and maintain the Record Request Log.
• Support Front Desk staff throughout Warren County, in absence of Director of Administrative Services.
• Establish and maintain relationships with per-diem front desk staff to ensure evening coverage across Warren County when the Director is out.
• Maintain adequate office supplies and keep office supplies well organized.;
• Maintain client confidentiality in accordance with agency policy.
• Troubleshoot basic office equipment issues (printers, copiers, computers) and assist with an IT Ticket for more complex technical problems.
• Ensure the office environment is clean, organized and conducive to a professional setting.
• Observe and report facility safety or maintenance problems, ensure the office environment adheres to health and safety regulations.
• Participate in emergency preparedness planning and drills.
• Participate in required staff training.
• Participate in required staff meetings.
• Participate in supervision as scheduled.
• Attend monthly or quarterly meetings with the Chief Operating Officer and Director of Administrative Services to streamline processes.
• Maintain a working relationship with landlord/management company.
• Abide by agency policies and procedures.
• Perform other duties as assigned.

Requirements

• High School Diploma or equivalent
• Two years office administration experience, healthcare setting preferred
• Ability to maintain confidentiality of clients
• Ability to interact with clients and staff in a professional and respectful manner
• Proficiency in clerical skills, such as Microsoft Office and Google Suite products, filing, scanning, telephone etiquette
• Strong organizational skills and a keen eye for detail
• Excellent verbal and written communication skills

Benefits:

At the Center for Family Services, our employees are our greatest resource, and we are committed to investing in our staff. We offer a competitive benefits package as well as ongoing resources that will support staff on their personal and professional journey.*

• Excellent paid time off (PTO) program, including vacation, sick, personal, and holiday
• 401k Plan
• Medical insurance plan options
• Dental & Vision Insurance
• Prescription Insurance
• Life Insurance
• Flexible Spending Accounts
• Health & Wellness Activities
• Ongoing Training & Professional Development Opportunities
• Opportunity for advancement

About Employment at Center For Family Services Apply and get hired at Center For Family Services, a leader in the non-profit sector and named as a top workplace in the region since 2010. As part of our team, you will be recognized as our most valuable resource. Our staff balance best practices with personalized care. Together, our team makes a positive difference in the lives of people in need. If you're interested in a rewarding career, Center For Family Services is a great place to grow as a professional. For more information about our top workplace, please visit the Center For Family Services website at www.centerffs.org.

Disclaimer Many positions require motor vehicle record evaluations and medical clearances. Center For Family Services is an equal opportunity employer offering competitive salaries and excellent benefits packages.