Office Manager III

BEHAVIORAL HEALTH SERVICES INC; Hawthorne (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

BEHAVIORAL HEALTH SERVICES INC in Hawthorne, CA seeks an Office Manager III to ensure efficient day-to-day operations and serve as a senior administrative resource for program leadership. The role involves coordinating workflows, supporting compliance, and guiding administrative staff, under the Program Director’s direction.

The Office Manager III will mentor clerical teams, manage scheduling, assist with audits, and maintain professional communication with clients and stakeholders, contributing

Qualifications

• Minimum of high school diploma or equivalent; Bachelor’s degree preferred.
• Experience in healthcare, behavioral health, or social services settings is beneficial.

Responsibilities

• Greet visitors and clients professionally, directing them appropriately.
• Coordinate administrative workflows and scheduling for programs.
• Provide training and guidance to clerical and administrative staff.
• Support compliance activities, audits, accreditation reviews, and quality improvement.
• Assist with onboarding/offboarding and recruitment support activities.
• Serve as a liaison between program leadership, staff, and external stakeholders.

Skills

Analytical skills

Communication skills

Organizational skills

Bilingual English/Spanish

Training/coaching

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Electronic timekeeping system

Learning Management System (LMS)

Job description

Statement of PurposeThe Office Manager III ensures the efficient day-to-day operations of the unit while serving as a senior administrative resource to program leadership. Working under the direction of the Program Director, this position coordinates administrative workflows, supports program operations, oversees complex clerical functions, and assists with compliance, quality improvement, and special projects. The Office Manager III provides guidance and training to administrative support staff, serves as a key liaison between management and staff, and helps ensure organizational goals, regulatory requirements, and operational needs are met. The Office Manager III exercises a higher level of independent judgment and responsibility than the Office Manager II while supporting management in implementing program initiatives and maintaining effective operations.Major Tasks, Duties and ResponsibilitiesGreet visitors and clients in a professional and courteous manner; determine needs and direct appropriately while ensuring a welcoming, professional, and secure environment.Serve as a primary administrative resource for assigned programs, providing training, guidance, mentorship, and support to clerical, office, administrative staff, volunteers, and new employees.Complete and coordinate specialized assignments and projects, including program efficiency initiatives, quality improvement activities, client care projects, compliance efforts, audits, accreditation reviews, and corrective action follow-up.Ensure only authorized individuals access the facility in accordance with agency safety and security protocols.Maintain reception, waiting, and common areas to ensure a clean, organized, professional, and welcoming environment.Monitor and support compliance with required postings, forms, brochures, documentation standards, and other administrative requirements; assist in preparation for audits, inspections, surveys, and accreditation activities.Answer, screen, and route incoming calls accurately and efficiently while providing excellent customer service.Coordinate programmatic scheduling activities, including client appointments, management calendars, staff scheduling support, and coverage coordination as directed.Support and monitor program census activities, including intake scheduling, insurance eligibility verification, documentation tracking, and system data entry.Serve as a liaison for client needs, concerns, feedback, grievances, and service inquiries, communicating appropriately with program leadership.Support compliance and workforce initiatives by tracking required trainings, certifications, credentialing, onboarding requirements, and other personnel-related documentation.Assist program leadership with onboarding, offboarding, recruitment support activities, interview coordination, and administrative personnel processes.Upload, maintain, review, and organize documentation within internal and external electronic systems to ensure accuracy, timeliness, and compliance.Receive, document, and communicate messages and important information in a timely and professional manner.Make overhead pages, facility notifications, and operational communications as needed.Serve as a liaison between program leadership, staff, clients, corporate departments, community partners, and external stakeholders.Develop and maintain collaborative working relationships with Human Resources, IT, Payroll, Billing, Accounting, Purchasing, Facilities, Compliance, and other departments to support operational needs.Access, maintain, organize, and provide required program documentation, forms, records, reports, and operational resources necessary for day-to-day operations.If assigned to a treatment program, perform toxicology testing and assist with documentation and charting within scope of responsibility.Receive, sort, distribute, track, and coordinate incoming and outgoing mail, packages, faxes, and deliveries.Coordinate and support program meetings, trainings, committees, safety activities, communications, and special events.Support quality assurance, quality improvement, client outcome tracking, and follow-up activities; identify operational trends or concerns and communicate recommendations to management.Maintain appropriate handling, organization, retention, and tracking of records and confidential documents.Provide administrative support to staff, clients, and departments while exercising sound judgment and prioritizing competing needs.Monitor office supply levels, coordinate purchasing activities, track inventories, and ensure availability of required forms, equipment, and resources.Support billing-related activities, documentation reviews, and corrective action efforts as assigned.Assist program leadership in monitoring administrative workflows, identifying process improvements, and implementing approved operational efficiencies.Support collection, tracking, analysis, and reporting of operational, compliance, census, training, and performance data as assigned.Serve as a lead administrative contact during management absences, utilizing independent judgment and escalating issues appropriately.Maintain professional boundaries and standards; treat clients with dignity, respect, and confidentiality while supporting a safe and healthy environment.Adhere to all BHS health, safety, operational, regulatory, and confidentiality requirements.Maintain working knowledge of applicable regulations, accreditation standards, agency policies, and program procedures.Collaborate effectively with team members and other departments to achieve program goals and maintain operational effectiveness.May support program transportation needs, including client transportation and related coordination activities as assigned.Participate in meetings, trainings, committees, and organizational initiatives as assigned.Perform other duties as assignedOffice Manager III Competencies and Performance ExpectationsAll Office Manager III’s are expected to hold the below competencies:Ability to complete the above major tasks, duties and responsibilitiesAbility to demonstrate professional judgment and decision-making, including ability to recognize and seek out supervision and/or consultation when required, and train to standard.Ability to utilize and demonstrate advanced knowledge of office systems and equipment including computers, phones, timekeeping platform, fax, copy, etc., and train to standard.Ability to support leadership in management and oversight of programmatic goals, day-to-day operations, and overall initiatives.Ability to identify and respond appropriately to a crisis within scope of practice including but not limited to overdose, behavioral challenges, contraband protocol, emergency codes, etc.Ability to recognize personal biases within diverse populations. Maintain cultural sensitivity at all times.Ability to demonstrate appropriate customer service and interpersonal skills, communication (verbal and written), organization and attention to detail, multitasking and time management, adaptability and learning agility, and train to standard.Ability to analyze problems and propose/support in solution process.Ability to adhere to professional standardsMinimum QualificationsThe following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.Minimum of high school diploma or equivalency. Bachelor’s Degree preferred. Minimum of ten (10) years of office, clerical, or administrative experience required. Certification of Office Suite proficiency is strongly preferred.Strong analytical, communication, organizational, and recordkeeping skills are required.Ability to operate and demonstrate advanced knowledge in required computer programs for position, including but not limited to Microsoft Office Suite, electronic timekeeping system, electronic learning management system, upon hire or demonstrated competency developed within 90 days of employment.Experience in healthcare, behavioral health, or social services settings, knowledge of medical or behavioral health terminology required.Bilingual (English/Spanish) strongly preferred.Must have valid California driver’s license and liability insurance if driving a personal or company vehicle on BHS business.Vision, hearing, manual dexterity, and eye-hand coordination must be adequate for the performance of job duties. Able to sit at a desk, use a keyboard, write and physically perform other job duties. Able to move about the facility to observe clients and staff. Complete annual TB, maintain in good standing.