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Office Manager

Description

The Office Manager is responsible for the management of the physical plant of the program office. The Office Manager is responsible to provide support to the program administration to expedite the efficiency and effectiveness of program services in a manner consistent with the organizations mission. The Office Manager maintains client, foster parent and staff files and ensures the program is meeting all licensing state and local codes. Must maintain confidentiality of information and exercise discretion when providing information. The Office Manager is responsible for direct supervision of any/all office support positions within the program.

The Office Manager performs all Medicaid and Community Based billing functions to ensure timely booking and invoicing of services according to established procedures under the direction of the Financial Manager. She/he maintains attendance records for all program clients provides clerical support for program authorization and client information needs; enters cash receipts and reconciles remittances; maintains contract cost reimbursable service tracking, billing, and collection.

Essential Roles and Responsibilities

Office Management

To ensure that the office functions in a smooth and efficient manner the Office Manager will:

  • Train, supervise and evaluate performance of office support staff, ensuring that all office staff meet the requirements for training and licensing.
  • Ensure that the office/reception area is clean, well organized and is professional in appearance.
  • Prepare correspondence and coordinate events and travel for program staff;
  • Ensure that all incoming telephone calls, correspondence, faxes, etc. are received and routed to appropriate staff in a professional and timely manner.
  • Cover other office support duties as needed.
  • Provide front-line IT services to include troubleshooting, basic training, and accessing the IT helpdesk as needed to resolve problems. Set up new hires on computer system and provide log in information. Maintain compliance with corporate IT policies/procedures.
  • Ensure office supplies are available and office equipment is functional. Ensure proper site and equipment operation to prevent interruptions in service delivery.
  • Oversee the maintenance of accurate, updated, and compliant client, foster parent and employee records within prescribed time frames and assure confidentiality. Coordinate information in preparation of internal and external financial and clinical audits; serve as a liaison during the audit process.
  • Maintain a file of updated job descriptions for program staff.
  • Ensure that program data is entered in the agency information system within prescribed time frames.
  • Develop and maintain all personnel records utilizing confidential practices.
  • On an as needed basis, liaison with agency counterparts in Human Resources, Accounting, Billing and other Pressley Ridge sites.
  • Provide the Program Director with program management information from agency information system.
  • Oversee and coordinate all aspects of pre-employment, including recruitment and new hire orientation. Responsible for overseeing that all new hire pre-employment documentation is complete prior to the first day of employment.
  • Process employee Payroll Change Forms and other Human Resource documents accurately and in a timely manner, process additional termination documents and recovery of program equipment. Maintain compliance with corporate Human Resource policies/procedures.
  • Ensure that all documents submitted to Accounting and Human Resources are complete with appropriate signatures.
  • Update staff records as needed for HR and training, tracking staff education benefits.
  • Coordinate on an ongoing basis program outcome activity.
  • Coordinate accurate PT & FT payroll for staff. Track staff time off requests.

TFC Parent Tracking/Payments

To ensure parent records are accurate and up to date and payments are processed in a timely manner, the Office Manager will:

  • Enter parent tracking sheet data into Total Record.
  • Monitor completion of parent payment tracking.
  • Process parent payments and parent expense sheets.
  • Complete PCF's for parents.

Billing

To ensure accurate and timely billing for the program, the Office Manager will:

  • Enter and Book Medicaid and Community Based Service records and follow up on rejections.
  • Invoice Medicaid and Community Based services to funding sources.
  • Maintain cash receipts, applying payments in Total Record, investigating denials/rejections and re-submit invoices, if applicable, or adjust and reconciling remittances upon completion.
  • Follow up with past due balances.

Compliance

To assure continuous compliance with all relevant external licensing/regulatory agencies and the policies and procedures of Pressley Ridge, the Office Manager will:

  • Establish and maintain familiarity with regulatory and licensing requirements;
  • Assist the Program Director by reviewing personnel records for each employee as prescribed by local, state and federal regulations;
  • Assist the Program Director in establishing and maintaining a cooperative working relationship with other private/public or government agencies;
  • Actively stay involved in quality assistance.

Fiscal Practice

To help establish and maintain sound fiscal practices, the Office Manager will:

  • Assist with fiscal and statistical reports as assigned by the Program Director;
  • Perform various fiscal/billing services to ensure maximum collection for preauthorized services. Perform billing reconciliations and assist with accounts payable processing as required. Maintain various financial records to include credit card and expense receipts in accordance with corporate policies/procedures.
  • Maintain petty cash reconciliation.
  • Remain within budget guidelines ad designated by the Program director when ordering office supplies.
  • Follow up with vendors to ensure proper and timely payments.

Working Conditions

Physical Demands. Requires vision, speech, and hearing

Environmental Factors. Normal administrative office environment

Working Hours. Mon- Friday as set by the Program Director

Clearances. State Police/FBI per state regulations; Child Protection

Qualifications
EducationAssociates (preferred)
High School (required)
Experience2 years: office experience (required)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
Posted
04/15/2022
Location
Morgantown, WV, 26501, US