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 is seeking an Office Manager to oversee medical records, data management systems, and financial records for a busy behavioral health program in New York. This non-clinical role supports the ACT team by handling triage, billing, correspondence, and confidential document management.

Responsibilities include coordinating communication between participants and clinicians, ensuring accurate Medicaid billing, and maintaining filing systems and petty cash processes.

Qualifications

• High School Diploma or Bachelor’s degree with related experience.
• Experience with medical billing and electronic case record keeping.
• Strong computer skills in Word, Excel, databases.
• Aptitude with numbers.
• Healthcare experience preferred.

Responsibilities

• Attend daily ACT team meetings and report on-call activity.
• Triaging calls and coordinating communication between participants and clinical staff.
• Monthly Medicaid Billing.
• Handle routine correspondence and filing tasks.
• Oversee petty cash, Metro Cards, P-Card Receipts and Vendor invoices.
• Open, sort, and distribute mail; take minutes at ACT meetings and prepare for review.
• Provide secretarial support to the Director/Team Leader and ensure confidentiality.

Skills

Attention to detail

Record keeping

Team player

Reliability

Discretion

Adaptability

Communication skills

Organizational skills

Time management

Problem solving

Initiative

Education

High School Diploma

Bachelor’s degree

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 for the position include:

• 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
  required

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.