Office Manager

City of New York; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

The City of New York’s Fire Department, Bureau of Health Services, Counseling Service Unit seeks a full-time Office Manager. Reporting to the ATP Director, you will manage client sign-ins, daily visit tracking, and ATP records, while ensuring accurate charting and payment verification with health insurers.

You will also coordinate referrals, schedule counseling sessions, and prepare official correspondence.

Qualifications

• A baccalaureate degree and two years of clerical/administrative experience required.
• Associate degree with three years of clerical/administrative experience including some supervision.
• High school diploma with four years of clerical/administrative experience, including supervisory duties.
• Education/experience equivalent with supervisory requirement accepted.

Responsibilities

• Maintain client list and sign-in; track daily and group visits.
• Manage caseload and verify benefits for members and families.
• Open/close charts in unit database; maintain ATP records and correspondence.
• Process admissions/discharges; handle referrals and prepare required letters.
• Maintain daily appointment books; perform general office tasks, mail., and filing.

Education

Bachelor’s + admin exp

Associate degree + exp

High school + exp

Equivalent combo

Job description

The Fire Department of the City of New York (FDNY) is the largest Fire Department in the United States and universally is recognized as the world's busiest and most highly skilled emergency response agency. The Department's main goal is to provide fire protection, emergency medical care, and other critical public safety services to residents and visitors in the five boroughs. FDNY members are sworn to serve and protect life and property, and the Department works to continually educate the public in fire, life safety and disaster preparedness, along with enforcing public safety codes. Since its inception in 1865, FDNY has helped lead efforts to make New York the safest big city in the nation. This accomplishment requires a steadfast and daily commitment to maintaining the Department's core values.

The Fire Department, City of New York (FDNY), seeks a full-time Office Manager in the Bureau of Health Services, Counseling Service Unit. Reporting directly to the Addiction Transition Program (ATP) Director at the Counseling Service Unit, the candidate will: Maintain an accurate list of clients, and client sign in; maintain tracking report of daily and group visitors to the Bureau of Health Services for active members, medical leave dates and light duty statuses. Manage caseload of all GHI insurance for members and families and verify benefits. Open and close charts in the Units' database with the utmost accuracy. Maintain all ATP records, prepare correspondence and follow-up where required. Check incoming faxes from three (3) main inpatient facilities, verify new admissions and discharges, confirm that method of payment is registered accurately by the facility. Keep accurate records of the clients' payment method, treatment plan, admission/discharge dates or any other changes. Maintain accurate daily appointment book for all counselors. File, do general office work, answer phone calls, pick up mail, assemble flyers and folders for monthly client events. Additionally candidate is responsible for: Appropriate handling of all Bureau of Investigation and Trials referrals, coordinate scheduling of referred employees, ensuring they complete all required sessions. Following last session they will prepare an official letter legally required to be forwarded to BIT unit and coordinate with the Director submission of these letters to BIT. Handle requests for duplication of CSU records, submitted by members or legal representatives, work with Clinical Director to prepare documents within 15 days upon request receipt. Will be responsible for Duty Status Change, appropriately changing member’s duty status for treatment purposes. Every active firefighters’ and fire officers’ change of status has to be processed through CSU.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

1. 1. A baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. 2. An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. 3. A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
4. 4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 year.

Preferred Skills

Previous experience running office and working with health insurance companies acquiring authorizations for treatment is a plus.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.