Office Manager

DUTIES AND RESPONSIBILITIES:

• Provide direct support and supervision to front desk staff (CSR).
• Manage staff scheduling, leave approvals, payroll, timekeeping, training, performance evaluations and other tasks associated with direct supervision.
• Train staff on administrative procedures, scheduling, and EHR system use.
• Manage petty cash accounts, cash handling, deposits, and reconciliations.
• Collaborate with the Senior Office Manager, billing, and leadership teams to streamline workflows and resolve issues.
• Communicate updates, procedural changes, and operational needs to staff and leadership regularly.
• Ensure timely and accurate data collection and entry.
• Monitor data entry practices; act as a local resource and trainer for staff on correct procedures.
• Coordinate facility needs including maintenance and housekeeping.
• Purchasing of facility supplies
• Assisting with Kentucky Correctional Psychiatric Center (KCPC) administrative as needed.
• Develop knowledge base of supportive services and programs to better assist clients and staff.
• Attend meetings regularly for information gathering to communicate back to CSRs and ensure consistency across locations.
• Perform additional responsibilities as assigned to ensure smooth operations of the center.

JOB REQUIREMENTS / EXPECTATIONS:

• Supervise, lead, and train staff while fostering a positive and supportive work environment.
• Manage staff schedules, training, and performance reviews.
• Oversee billing, cash handling, data entry, and general office procedures.
• Coordinate facility needs, supplies, and maintenance.
• Serve as the main contact for staff and client issues, and for process improvements.
• Work in a clinical office environment with regular staff and client interaction.
• Sit or stand for long periods; lift up to 25–50 lbs as needed.
• Travel between county sites (up to 25%); must have a valid driver’s license and insurance.
• Flexible schedule required, including some evenings and occasional Saturdays.
• Performance reviewed annually based on goals, efficiency, and satisfaction outcomes.

QUALIFICATIONS:

• High school diploma required; Associate degree preferred.
• At least 3 years of administrative or office management experience; supervisory experience preferred.
• Experience in billing, scheduling, front desk, or clinical settings preferred.
• Strong communication, customer service, and problem-solving skills.
• Proficient in Microsoft Word, Excel, and EHR systems.
• Able to manage multiple tasks and work across locations.

CORE VALUES:

All employees must be willing to live out company’s core values.

• Integrity – Exhibiting the highest moral, ethical and legal standards. Doing the right thing – even when no one else is looking.
• Teamwork – Putting team success over personal success. Actively valuing the strengths and talents of others.
• Trust/Respect – Seeing and believing in the good intentions of others. Interacting with others in a way that makes them feel valued. Listening without judging. Offering understanding and acceptance.
• Care/Compassion – Demonstrating unconditional kindness, concern and empathy. Exhibiting genuine concern for others.
• Ownership/Accountability – Taking personal responsibility for one’s work, actions and feelings. Accepting responsibility for and learning from mistakes.