Office Manager

Jewish Board of Family and Children's Services; New York (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

The Jewish Board’s ACT Office Manager will oversee medical records, MIS operations, and program expenditure records. This non-clinical role includes reception duties, confidential document handling, and liaison with recipients and clinical staff. Reports to the Director/Team Leader.

Responsibilities include billing, petty cash handling, mail distribution, and audit preparation, with regular coordination across fiscal, purchasing, and facilities teams.

Qualifications

• Experience with medical billing and electronic case records.
• Strong computer skills (Word, Excel, databases).
• Experience with managerial duties and secretarial support.

Responsibilities

• Manage medical records and the management information system.
• Coordinate communication between program recipients and staff.
• Oversee billing, petty cash, invoices, and supplier payments.
• Provide secretarial support to leadership and management staff.
• Assist with audits and regulatory compliance.

Skills

Attention to detail

Team player

Discretion

Adaptability

Communication

Negotiation

Relationship building

Education

Bachelor’s degree or High School Diploma with experience

Tools

Microsoft Office

Electronic Health Records

Databases

Job description

PURPOSE

The Jewish Board’s Community Behavioral Health treatment programs provide compassionate, high quality, evidence-based services to individuals and families in the communities we serve. Our staff use a culturally affirming, person centered approach to help individuals and their families develop skills and resources to improve overall functioning, to instill hope, and to strengthen resiliency. Our programs work closely with community partners to address health disparities in our neighborhoods while also celebrating the strengths and resilience of our communities.

POSITION OVERVIEW

The ACT Office Manager is a non-clinical staff member who is responsible for managing medical records; operating and coordinating the management information system; maintaining accounting and budget records for recipient and program expenditures; and performing reception activities (e.g., triaging calls and coordinating communication between the program and recipients). As a part of the aforementioned responsibilities, s/he will also handle all sensitive and/or confidential material that is managed as a part of the position and discussed at team meetings. The Office Manager reports to the Director/Team Leader.

KEY ESSENTIAL FUNCTIONS

• Attend all daily meetings with the ACT team and be prepared to report on-call activity of clients
• Triaging calls and coordinating communication between participants and clinical staff
• Responsible for the Monthly Medicaid Billing
• Handle routine correspondence
• Assist with the organization and filing of Petty Cash Funds, Metro Cards, P-Card Receipts and Vendor Invoices
• Order and distribute supplies for the program.
• Open, sort, and distribute mail
• Take minutes at all ACT meetings and prepare for review, edit, and approval by ACT Director/Team
• Leader before distribution to staff.
• Oversee fee processing and work closely with fiscal, purchasing, and facilities to ensure that agency's practice is being adhered to.
• Conduct periodic audits of all data entry performed to ensure accuracy and also to determine that staff understands all procedures associated with such processes.
• Provide secretarial support to the Director/Team Leader and other management staff members, especially in confidential matters.
• Monitor, distribute and replenish the petty cash for the division.
• Submit all status forms/PAFs and pay documents for the division in a timely manner.
• Become acquainted with appropriate Jewish Board, ACT, OMH and other regulations and ensure that such requirements are met.
• Oversee archiving and storage of clinical case records and billing documentation.
• Assist in preparing for audits and in mailing out requests for information, as directed
• May be called upon to perform any of the tasks normally associated with that of a clerical position.

CORE COMPETENCIES

• Strong attention to detail and record keeping
• Team player who functions well in a multi-disciplinary team environment
• Reliability and discretion
• Adaptability
• Communication, negotiation and relationship-building skills.
• Organizational skills.
• Time Management
• Problem solving skills
• Initiative

EDUCATIONAL/TRAINING REQUIRED

• High School Diploma plus 6-years of relevant work experience OR Bachelor’s degree plus 3-years of relevant work experience

EXPERIENCE REQUIRED/LANGUAGE PREFERENCE

• Previous experience with medical billing and electronic case record keeping,
• Strong computer skills (word, excel, databases, etc)
• Strong managerial skills
• Aptitude with number

COMPUTER SKILLS REQUIRED

• Working knowledge of Microsoft Office, Ability to learn electronic health records and other software as

VISUAL AND MANUAL DEXIERITY

• Able to read/input data and documents, including spreadsheets, reports and Electronic Health Records in printed form and on computer screens.
• Able to input data into the Electronic Health Record.
• Limited applications of manual dexterity and hand-eye coordination.

WORK ENVIRONMENT/PHYSICAL EFFORT

• Noise level is consistent with levels usually present in an office, education, rehabilitation or health related environment when in office.
• Hazards present are consistent with those common to an office, education, rehabilitation or health related environment when in office.

We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.