Office Manager

This is a Full-Time position under general direction from the Owners. All staff and Associate ODs report to the Office Manager. This position provides employees with information about the functions and requirements needed to perform their job. The Office Manager will manage operations and productivity of the office. This person will create and modify procedures and documents for all office related matters. Manage staff and doctors’ schedules. All HR activities such as employee benefits, conducting performance reviews, hiring, orientation, managing hours worked, and payroll. Looks for ways to cut costs with vendors and purchases. Responsible for accounts payable by managing the checkbook by inputting deposits and paying bills. Takes care of patient concerns regarding the practice. Displays a “Can Do” attitude and is willing to go above and beyond to help the practice. Additional job requirements described in the principal duties and responsibilities below.

Principle Duties and Responsibilities

• Manages and oversees all staff procedures and policies – Demonstrates expert knowledge on policy and procedures. Manages staff and conducts annual performance reviews for all direct reports. Encourages best practice and sets up department goals for employee success. Knowledge of all office positions to ensure staff productivity and accuracy.
• Interviews and Selects New Employees – determines hiring needs and put a plan together to get resumes (use Indeed, or other job ads to help attract new employees) Set up Interviews, using questions to help you select the best quality for the position needed. Offer position and set up orientation- fill out all paperwork.
• Set up training and follow-up – Ensures employees are productive and performing up to standards to meet deadlines, educates how to perform their position. Use checklists to follow up with procedures.
• Perform all payroll functions – Watch staff hours, control OT, Ok PTO, run the payroll Bi-Weekly do all the reports and put them in the check book.
• HR – Making sure all employees know what benefits are available, get them set up with the correct vendors. Apply all costs to each employee’s payroll portal.
• Accounts Payable – Managing the checkbook, entering deposits and checks, take deposits to the bank. Reconcile the checkbook monthly before submitting EOM reports to the accountant.
• Accounts Receivable – Must have a basic knowledge and understanding of accounts receivable. Oversee and manage staff who are responsible for accounts receivable to ensure proper financial cash flow.
• Conducting monthly doctor’s meetings – Puts together an agenda, asking the doctors what they need on this agenda. Gather lunch orders and order to be delivered. Gather all the information needed for the doctors meeting. Take detailed meeting notes and send out after meeting to all Doctors.
• Patient Coordination – Assists with patient questions and concerns. Decides if patients need a payment plan or discounts. Decides if warranties are allowed.
• Great Game of Business (GGOB) – Thorough knowledge of financial line items to assist staff and doctors at weekly staff meetings.
• Miscellaneous – Must maintain patient confidentiality, displays a positive attitude, communicates the mission and ethics of the practice. Supporting the doctors and the decision they make for their practice. Attends all necessary meetings and follows policies/procedures.

General Requirements

• An Associate’s Degree in Business or equivalent with two years managing experience required
• Proficient with Microsoft office software, including Word and Excel
• Must be forward thinking to handle each departmental decision which could impact the practice
• Works aside department employees as needed throughout the day
• Maintains patient confidentiality in accordance to HIPAA and keeps all patient interaction professional
• Demonstrates competent ability to set priorities, identify and resolve problems effectively and efficiently and anticipate each department needs.

Job Specifications

• Utilizes office equipment required by the position (i.e., fax, copier, printer)
• Ability to plan and prioritize your own work and work for the team
• Performs in a timely, professional and efficient manner while effectively communicating and interacting with vendors, doctors and team members
• Demonstrates ability to concentrate for extended periods of time and to accurately handle extensive detail with tasks and patients

Work Conditions

• Pleasant office environment
• Some distractions and disruptions
• Fast-paced office environment with multiple areas of responsibility.

Pay: $54,000.00 - $56,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $54,000 - $56,000