Office Manager

POSITION SUMMARY:

The Office Manager helps ensure the front desk and daily clinic operations run smoothly. This role supports and guides the Client Service Representative (CSR) staff, oversees scheduling and training, and keeps administrative and billing processes organized and accurate. The Office Manager works closely with leadership to communicate updates, solve problems, and maintain consistent procedures across locations. This position also assists with facility needs and provides support to both staff and clients. Overall, the Office Manager helps create a positive, efficient, and welcoming environment for everyone who enters the clinic.

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.