Medical Office Manager

Qualifications: 

Minimum of a High School Diploma required w/ a minimum of 2 years’ professional administrative office experience or AA degree or some college in business administration w/ a minimum of one-year related experience. 

Must have knowledge of Microsoft office to include Excel, Power Point, Email, etc. 

Must have prior experience in a clinical setting

Additionally, this role requires a valid driver’s license, and strong communication skills with the ability to prioritize tasks. 

Character Traits 

Demonstrates fidelity to the agency’s service values and organizational imperatives; High work ethic and professional demeanor; Professional in communication, appearance with strong writing skills; Reliable with ability to work independently and effectively to meet administrative needs of program/ organization. 

Job Description 

The office manager, is responsible for organizing all of the administrative activities that facilitate the smooth running of an office. This includes the organizing of people, information, documents/ data and other resources. Individual must make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively. In addition, individual must have knowledge of education/employment programming. 

Key Duties

• Demonstrates fidelity to the agency’s service values and organizational imperatives; 
• Assist with and maintain the administrative department in terms of organization and aesthetics. 
• Support Program Director and staff as needed with document submission, scheduling and training. 
• Implement efficient filing systems; ensure filing systems are maintained and current while safeguarding all data in terms of security, integrity and confidentiality. 
• Submits MOPs for resident movement, in accordance with mandate and updates associated documentation, as well as other legal document submission on behalf of Permanency Planner 
• Assist Program Director w/ preparation for site visits/ audits; ensure all program materials (daily logs, communication logs, search and contraband log, fire drill log, incident reports, etc. are reviewed and accurate. 
• Organize orientation and training of all staff members, i.e. prepare sign in sheet, make staff aware of training dates and times, coordinate the space and food items as directed by Unit Director. 
• Collaborate with Recreation Coordinator for resident birthday celebrations/ holiday planning. 
• Correspond with DJJ liaisons and submit monthly reports to include meal census, search indicators, meus, PREA, etc. 
• Perform a variety of errands for program/ resident needs and related office managerial tasks. 
• Responds to/ directs calls to appropriate staff/department with respect to resident youth location. 
• Establish and monitor procedures for record keeping, i.e. office supplies, medical supplies, food 
• Maintain schedules, appointments and bookings, to include court hearings, FTC, etc.. 
• Confirms reservations for use of social service/ other departmental meeting areas, as needed. 
• Create and prepare weekly menu in conjunction with ACS standards and requirements. 
• Purchase food for program needs and maintain log and receipts for reconciliation. 
• NSD Office Manager is also assigned as the primary cook for program. 
• Assist in the recruitment of new staff, submit proper documentation to HR for new staff and follow up w/ new candidates in terms of required documentation. 
• Attend all training/meetings (external and internal) as recommended/assigned. 
• All other duties as assigned by program leadership.