Office Manager

NOTCH; St. Albans (VT); On-site; USD 50,000 - 90,000; Full time

Job summary

NOTCH is seeking an Office Manager to oversee clerical duties, supervise staff, and ensure smooth patient flow within a clinical setting. The role requires coordinating staffing, approving timecards, and guiding monthly staff meetings.

The ideal candidate will have a High School Diploma or GED, an Associate’s degree preferred, and at least five years of clinical office experience with supervisory responsibilities. Strong organizational and communication skills are essential.

Qualifications

• High School Diploma or GED required; Associate’s degree preferred in secretarial science or health-related field.
• Five years of clinical setting experience preferred; supervisory experience preferred.
• Experience in staffing, timecard approval, and staff meetings is preferred.

Responsibilities

• Maintains and coordinates appropriate staffing levels.
• Monitors, evaluates, and documents employee performance.
• Plans and conducts monthly and daily staff meetings.
• Reviews and authorizes employee timecards and time off requests.
• Reviews and authorizes supply requests.
• Analyzes business operations and recommends improvements for more efficient flow.
• Trains clerical employees.
• Leads identified Quality Improvement projects within the office practice team as appropriate.
• Oversees facilities maintenance.

Skills

Office administration

Staff supervision

Communication

Organization

Time management

Computer skills

Education

High School Diploma or GED

Associate’s degree in secretarial science or health related field preferred

Clinical setting experience

Job description

JOB TITLEOffice ManagerREPORTS TODirector of OperationsSUPERVISION EXERCISEDReceptionist and non-clinical duties of all office staffFLSAExemptSALARY RANGES$50,000 - $90,000JOB SUMMARYThe Office Manager performs clerical duties, supervises staff, and monitors operations to ensure efficient patient flow in a clinical setting.ESSENTIAL DUTIES AND RESPONSIBILITIESIn addition to duties and responsibilities of a receptionist, an Office Manager:Maintains and coordinates appropriate staffing levels.Monitors, evaluates, and documents employee performance.Plans and conducts monthly and daily staff meetings.Reviews and authorizes employee timecards and time off requests.Reviews and authorizes supply requests.Analyzes business operations and recommends improvements for more efficient flow.Trains clerical employees.Leads identified Quality Improvement projects within the office practice team as appropriate.Oversees facilities maintenance.KNOWLEDGE, SKILLS, AND ABILITIESStrong communication, organizational, and interpersonal skills.Supervisory and team building skills.Ability to juggle multiple tasks and prioritize work.Skill in exercising initiative, judgment, discretion, and decision-making to achieve NOTCH objectives.Computer skills.Ability to function within a team environment to achieve stated objectives.EDUCATIONHigh School Diploma or GED requiredAssociate’s degree in a secretarial science or health related field preferredEXPERIENCEFive years experience in a clinical setting preferredSupervisory experience preferredCERTIFICATE/LICENSEN/APHYSICAL EMANDS AND WORK ENVIRONMENTThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust and focus.The noise level in the work environment is usually moderate.MACHINERY AND EQUIPMENT USEDPersonal computer and printer, copier, typewriter, credit card machine, calculator, telephone, automobile, and facsimile machineNOTEThis job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All applicants made a conditional offer of employment must cooperate fully with background investigations. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.Reviewed with employee by:Manager’s Name:________________________________________Date:_______________Received and accepted by:Employee’s Name:_______________________________________Date:_______________NOTCH is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicableKNOWLEDGE, SKILLS, AND ABILITIESStrong communication, organizational, and interpersonal skillsSupervisory and team building skillsAbility to juggle multiple tasks and prioritize workSkill in exercising initiative, judgment, discretion, and decision-making to achieve NOTCH objectivesComputer skillsAbility to function within a team environment to achieve stated objectivesEDUCATIONHigh School Diploma or GED requiredAssociates degree in a secretarial science or health related field preferredEXPERIENCEFive years experience in a clinical setting preferredSupervisory experience preferredPHYSICAL EMANDS AND WORK ENVIRONMENTThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accomodations may be made to enable individuals with disabilities to perform the functions.While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust and focus.The noise level in the work environment is usually moderate.MACHINERY AND EQUIPMENT USEDPersonal computer and printer, copier, typewriter, credit card machine, calculator, telephone, automobile, and facsimile machine