Office Manager (Hourly)

Jewish Board of Family and Children's Services; New York (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

A non-profit mental health organization in New York is seeking an Office Manager for the Youth ACT Team. The candidate will manage medical records, coordinate billing and communications, and maintain program finances. Key responsibilities also include supporting team activities and ensuring compliance with regulations. Ideal candidates should have strong organizational skills, attention to detail, and relevant experience in billing and record management. This position is full-time and requires adaptability and collaboration in a multi-disciplinary environment.

Qualifications

• 6+ years of relevant work experience or 3+ years with a Bachelor's degree.
• Experience with medical billing and electronic case records.
• Strong computer skills and managerial skills.
• Experience with budgets and petty cash handling is preferred.

Responsibilities

• Manage medical records and the management information system.
• Handle monthly Medicaid billing and correspondence.
• Assist with petty cash and supplies organization.
• Provide secretarial support and prepare meeting minutes.
• Maintain filing systems, archiving and audits.

Skills

Attention to detail

Team collaboration

Organizational skills

Time management

Record keeping

Education

High School Diploma or Bachelor's degree

Bachelor's degree + 3 years relevant work experience

Tools

Microsoft Office

Databases

Job description

Purpose

Youth Assertive Community Treatment (ACT) services are focused on improving or ameliorating the significant functional impairments and severe symptomatology experienced by youth due to mental illness or serious emotional disturbance. Clinical and rehabilitative interventions are also focused on enhancing family functioning to foster health/wellbeing, stability and re‑integration for youth who are returning home after residential treatment or in‑patient hospitalization. The Youth ACT Team is a multi‑disciplinary team that works together to provide family‑driven, youth‑guided and developmentally appropriate services to comprehensively address the needs of youth within the family, school, medical, behavioral, psychosocial and community domains.

Program Description

Jewish Board Youth ACT is an evidence‑based practice that will provide an integrated set of evidence‑based treatment, rehabilitation, case management, and support services delivered by a mobile, multi‑disciplinary mental health treatment team.

Position Overview

The Youth ACT Team 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 part of the responsibilities, s/he will also handle all sensitive and/or confidential material that is managed as 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 Youth 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 Youth ACT meetings and prepare for review, edit, and approval by Youth 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, Youth 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

Additional Information

Title: Office Manager – Youth ACT
Exemption class: Exempt
Depart/Program: Youth ACT
FT / PT: FT
Total Hours: 35
Report to: Senior Director
Starting Salary: ..........
Location: ..........

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 and Language Preference

• Previous experience with medical billing and electronic case record keeping
• Strong computer skills (Word, Excel, databases, etc.)
• Strong managerial skills
• Aptitude with numbers

Computer Skills Required

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

Visual and Manual Dexterity

• 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

Frequent travel throughout the assigned borough (Bronx or Queens); infrequent travel throughout NYC

Equal Opportunity

We respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (including transgender status), sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law. This applies with respect to recruiting, hiring, placement, promotion, transfer, training, compensation, termination, assignments, benefits, employee activities, access to facilities and programs, and all other terms and conditions of employment as well as general treatment during employment. We will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities, without regard to any protected classifications, unless the accommodation would impose an undue hardship on the operation of our business. Any employees who need assistance to perform their job duties because of a physical or mental condition should contact human resources.