Office Manager

The Village Family Service Center; Grand Forks (ND); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical Insurance

Health Savings Account

403(b) Retirement Match

Voluntary Insurances

Short-term/Long-term disability

Paid holidays

Paid time off

Job summary

The Village Family Service Center in Grand Forks, ND seeks a dependable Office Manager to lead daily administrative operations, greet clients, schedule appointments, and oversee billing and payments. You will supervise administrative staff in collaboration with the Office Manager Lead, maintain client confidentiality, and ensure a welcoming, professional reception.

This role requires strong multitasking, excellent communication, proficiency with Microsoft Office, and a collaborative,

Qualifications

• Strong multitasking and organizational skills with the ability to meet deadlines.
• Proficiency in office equipment and Microsoft Office (Word, Excel).
• Excellent customer service and communication skills.
• Detail-oriented and able to handle confidential information.

Responsibilities

• Serve as the first point of contact for clients, answering calls, scheduling appointments, and processing payments.
• Oversee office administration, including hiring, supervising, and training administrative staff with leadership.
• Maintain client confidentiality and ensure a welcoming reception area.
• Manage office communications, directing calls and facilitating information flow.
• Provide administrative support to supervisors and staff, including reporting and meetings preparation.
• Oversee daily office operations: cleanliness, security, inventory, equipment maintenance.
• Act as liaison between therapists and the Business Office for timely billing and documentation.
• Educate clients and therapists on paperwork, payments, and insurance changes.
• Ensure all required documentation is completed for payment processing.
• Stay updated on policies, QA practices, and training.
• Collaborate with leadership to address evolving operational needs.

Skills

Multitasking

Organizational skills

Microsoft Office

Customer service

Communication

Confidential information handling

Team collaboration

Non-judgmental attitude

Supervisory experience (preferred)

Tools

Microsoft Word

Microsoft Excel

Office equipment (computers, copiers, fax)

Job description

Who We Are

The Village is a leading non-profit organization dedicated to providing behavioral health and community services across North Dakota and Minnesota. At The Village, you'll find a career with purpose-where you can contribute to the well-being of individuals and families while growing professionally.

About The Role

We are seeking a dependable and customer-focused Office Manager to join our team in Grand Forks, ND. This role is ideal for someone who thrives in a dynamic environment, enjoys working independently and as part of a team, and is passionate about delivering exceptional service. This position works alternating shifts on an A and B schedule.

Salary: Starting wage for this position is $22.00 per hour.

Schedule

• Week A: Monday - Friday: 7:30 AM - 4:30 PM
• Week B: Monday: 10:15 AM - 7:15 PM & Tuesday - Friday: 8:15 AM - 5:15 PM

Key Responsibilities

• Serve as the first point of contact for clients, answering calls, responding to inquiries, scheduling appointments, and processing payments.
• Oversee office administration, including hiring, supervising, and training administrative staff in collaboration with the Office Manager Lead.
• Maintain client confidentiality and ensure a professional, welcoming reception area.
• Manage office communications, directing calls, taking messages, and facilitating smooth information flow.
• Provide administrative support to supervisors and office staff, including organizing reports, preparing for meetings, and handling billing and data entry.
• Oversee daily office operations:
  • Ensure cleanliness and security through the cleaning service.
  • Manage office supply inventory.
  • Maintain office equipment for optimal functionality.
• Act as a liaison between therapists and the Business Office, ensuring timely and accurate billing and documentation.
• Educate clients and therapists on paperwork, payment, and insurance coverage changes.
• Ensure all required documentation is completed for payment processing.
• Stay updated on company policies, quality assurance practices, and required training.
• Collaborate with leadership to address evolving operational needs.
• Perform additional office-related tasks as needed.

Qualifications

• Strong multitasking and organizational skills with the ability to meet deadlines.
• Proficiency in office equipment (computers, copiers, fax machines) and Microsoft Office (Word, Excel).
• Excellent customer service and communication skills.
• Detail-oriented, efficient, and capable of handling confidential information responsibly.
• Ability to work collaboratively with a team.
• A non-judgmental attitude with respect for diversity and individuality.
• Preferred: Experience in a supervisory or managerial role, or familiarity with healthcare administration, insurance billing, and HIPAA regulations.

What We Offer

• Medical Insurance for you & your family partially paid by The Village
• Generous Health Saving Account contribution by The Village for eligible employees enrolled in our health plan.
• 100% 403(b) Retirement Match up to 5% on the first of the month starting hire.
• Voluntary Insurances including Dental, Vision, Dependent Care FSA, Critical Illness, Hospital & Accident insurance, Petzey.
• Employer paid Short-term disability, Long-term disability and Life Insurance for employees working 20 + hours per week.
• 8 to 9 Paid holidays
• Starting Paid Time Off (PTO) of 13 days/year.

The Village Family Service Center is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Must pass criminal background check.

Salary: $22.00 per hour