Office Manager

Florence Crittenton Services of Topeka, Inc.; Topeka (KS); On-site; USD 38,000 - 52,000; Full time

Job summary

Florence Crittenton Services of Topeka, Inc. seeks an Office Manager to support the CFO and manage the Arrowhead Building, front office operations, and client intake processes.

You will help create a professional first impression and handle confidential information with discretion. Key duties include supervising the lobby, scheduling, intake paperwork, billing liaison, and data entry in QuickBooks, plus preparing census reports and coordinating with insurers.

Qualifications

• High school diploma or GED required.
• Strong computer and word processing skills, in particular Word, Excel, PowerPoint, and Access.
• Accounting experience.
• Experience with QuickBooks, billing, and insurance.
• Knowledge of modern office procedures and practices, including email, calendar, filing, indexing and cross-referencing methods.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively, both orally and in writing with staff, clients, families, prospects and the public.
• Ability to work efficiently with attention to detail and quality of work produced.
• Ability to exercise good judgment in setting priorities and organization of workload.
• Willingness to lead, take charge and offer opinions and direction.
• Ability to analyze information and use logic to address work-related issues and problems.
• Demonstrated poise, tact and diplomacy with confidential information.

Responsibilities

• Supervises and oversees the front office and lobby, opening/closing the office daily and keeping areas neat.
• Assists in administrative matters: calls, calendars, faxes, mailings.
• Keeps calendar of client appointments and greets clients upon arrival.
• Gathers demographic and insurance information for new outpatient intakes and prepares intake paperwork.
• Acts as liaison to the billing agent; prepares billing reports, reconciles statements, tracks receivables, resolves denials.
• Enters billing information into QuickBooks.
• Prepares census reports for the PRTF Cost Report and other functions.
• Maintains all closed resident files and information.
• Provides back-up support for other administrative staff.
• Works with insurance companies for billing and credentialing.
• Performs additional duties as assigned.

Skills

Administrative skills

Communication

Attention to detail

Independent work

Teamwork

Accounting

Education

High school diploma or GED

Tools

Word

Excel

PowerPoint

Access

QuickBooks

Billing software

Job description

Job Classification: Non-Exempt, Full-time

Work Schedule: M-F 8am-5pm

Reporting Relationship: Chief Financial Officer

Primary Accountability:

The Office Manager works closely with the Chief Financial Officer and other organization staff. Manages the Arrowhead Building including the front office, answers the multi-line phones, and is responsible for creating a positive first impression of the agency.The Office Manager position requires attention to detail and use of initiative and independent judgment with frequent access to confidential and highly complex information.

Major Duties:

• Supervises and overseesthe front office and lobby. Duties include opening and closing the officebuilding dailyand ensuring thelobby,bathrooms and othercommon areasare neat and clean.
• Assistsin a variety of administrative matters, including answering and responding to telephone calls,maintainingcalendars, checking faxes, and preparing mailings.
• Keepscalendarof client appointments and greets clients as they arrive for appointments.
• Responsible for gatheringdemographic andinsuranceinformationfornewoutpatient client intakes. This includes preparation of the Intake Packet paperwork for the client.
• Acts as liaison to the billing agent; prepares billing reports, reconciles statements, tracks receivables, and resolves denials.
• Entersbilling information intoQuickBooks.
• Prepares census reports for the PRTF Cost Report and other business functions.
• Maintains all closedresident files and information.
• Provides back-up supportforother administrative staff as requested.
• Works closely with insurance companies for billing and credentialing purposes.
• Performs additional duties as assigned.

Qualifications:

• High school diploma or GED required.
• Strong computer and word processing skills, in particular Word, Excel, PowerPoint, andAccess.
• Accounting experience.
• Experience with QuickBooks, billing, and insurance.
• Knowledge of modern office procedures and practices, including, but not limited to, electronic mail and calendar, filing, indexing and cross-referencing methods and common use of office materials and machines.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively, both orally and in writing with staff,clients, families,prospectsand the public.
• Ability to work efficiently with attention to details and quality of work produced.
• Ability to exercise good judgment in setting priorities and organization ofworkload.
• Willingness to lead, takechargeand offer opinions and direction.
• Ability to analyze information and use logic to address work-related issues and problems.
• Demonstrated poise,tactand diplomacy with the ability to handle sensitive and confidential information and situations.
• Valid driver’s license with acceptable driving recordrequired.

Physical Demands:

• Ability to lift and move up tothirty (30) pounds.
• Ability to sitand/or standfor extended periods of time.
• Ability to read computer screens and mail, talk on the phone.
• Professional and deadline-oriented environment in an office setting.
• Interaction with staff andclients.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.