Assistant Manager - 000K6 - Mon, Tues, Thurs 12PM-8PM, Sun, Wed 10AM-6PM

WellLife Network; New York (NY); On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Competitive hourly pay

Medical, dental, vision insurance

401k retirement plan

Paid time off

Gym and wellness access

Training & growth opportunities

Job summary

WellLife Network is seeking an Office Manager in Bayside, NY to organize and oversee nonclinical operations for ACT. You will handle receptionist duties, coordinate communications with clients and agencies, and support records and budgeting using the Vello Health system.

The role involves maintaining confidential client information, managing petty cash, scheduling and documenting meetings, and ensuring smooth daily office workflow in a supportive, collaborative environment.

Qualifications

• Bachelor’s degree in Social Services or related field preferred, Associate Degree required.
• Experience in supervisory position and/or experience working with DD populations.
• Valid NYS driver’s license for at least 1 year.

Responsibilities

• Organize, coordinate and monitor all nonclinical operations of ACT.
• Provide receptionist activities including phone calls and client coordination.
• Maintain accounting records and manage the MIS system.

Skills

Supervisory experience

Client communication

Data entry

Education

Bachelor’s degree in Social Services or related field

Associate Degree

Job description

Job Details

Job Location: Bell Blvd ICF - Bayside, NY 11360

Education Level: 2 Year Degree

Salary Range: $22.19 - $22.19 Hourly

Job Description

Make an Impact.

At WellLife Network, every role plays a vital part in empowering people to live their best lives. As part of one of New York’s largest nonprofit health and human services organizations, you’ll join a team dedicated to compassion, inclusion, and excellence — helping individuals and families thrive every day.

#INDSupport

Position Summary:

Office manager, responsibilities include organizing, coordinating and monitoring all nonclinical operations of ACT. Providing receptionist activities including phone calls, coordinating communication between the team and clients, and assisting clients, their families and agencies to get answers to questions; maintaining accounting and budget records for client and program expenditures and operating and coordinating the management information system.

Essential Accountabilities:

• Compile monthly billing
• Record admissions and discharges, input into EHR along with insurance information.
• Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
• Schedule psychiatrist appointments, if applicable.
• Confirm group attendance
• Complete on call schedule, if applicable.
• Complete transportation requests
• Compile list of missing progress notes weekly.
• Update logs
• File documentation in charts/EHR.
• Keep HER record up to date with consumer information.
• Assist nursing staff with prior authorizations.
• Collect necessary data and prepare reports.
• Manage and operate petty cash and service dollars, document all cash transactions with receipts signed by clients upon receiving cash.
• Types a variety of routine program correspondence (e.g., letters, memoranda, forms, grants, bills, applications, and reports), ensuring correct spelling, punctuation, and grammar.
• Receives, screens, takes messages, or routes incoming telephone calls to appropriate staff. Responds to routine questions regarding the program.
• Receives, read, sorts, and distributes, for example: incoming mail, phone messages, paychecks, metro cards. Logs and maintains accurate records of distributed materials. Prioritizes mail, taking notice of required actions and due dates. Prepares outgoing mail for delivery.
• Sets up, organizes, and/or maintains computerized and physical alphabetical, numerical, and/or chronological files used by program staff. Controls confidentiality of files, as necessary.
• Sends and receives faxes; make copies and performs other routine clerical duties.
• Resolves routine problems; refers other matters to appropriate staff.
• Attends designated meetings; takes and accurately transcribes minutes and forwards to supervisor.
• Monitors inventory levels of office supplies; prepares requisitions; places approved orders; receives and stocks supplies.
• Collects and verifies data; keys data from a variety of source documents to update and maintain program files and records. Generates routine computerized reports.
• Maintains working environment in a safe and orderly manner.
• Follows program and crisis intervention protocols, as needed.
• Maintain a high level of confidentiality.
• Participate in OMH approved/required ACT Orientations and Trainings.
• This does not limit the assignment of duties or exclude the performance of other duties not mentioned as assigned by supervisor, the Team Leader, Deputy Director, Director, and/or Senior Management.
• Responsible for reporting and documenting all incidents to immediate supervisor within 24 hours.
• Responsible for maintaining up to date information into the Vello Health software application.

What You’ll Gain

• Compensation: Competitive hourly rate based on experience.
• Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching).
• Work-Life Balance: Paid time off, holidays, and personal days.
• Wellness Program: Free and low-cost gym and wellness access and support.
• Training & Growth: Ongoing professional development and career advancement opportunities.
• Meaningful Work: Direct impact on the lives of youth and their families.
• Supportive Environment: A collaborative team that values your contributions.

About WellLife Network

WellLife Network is one of the region’s most impactful nonprofit human services organizations, serving more than 25,000 individuals each year. Our work spans behavioral health, developmental disabilities, addiction recovery, housing, employment, and family support. We believe every person deserves dignity, respect, and the opportunity to thrive—and we reflect that in everything we do.

Qualifications

Valid NYS driver’s license for at least 1 year, Bachelor’s degree in Social Services or related field preferred, minimum Associate Degree required. Experience in a supervisory position and/or experience working with DD populations.