Office Supervisor

Middlesex County; Perth Amboy (NJ); On-site; USD 42,000 - 64,000; Full time

Job summary

The George J. Otlowski, Sr. Center for Mental Health Care in Perth Amboy, NJ is seeking a full-time Office Supervisor to oversee daily administrative and clerical operations, including front desk, scheduling, registration and communications.

You will supervise clerical staff, ensure accurate records, privacy compliance, and seamless coordination with clinical, billing and leadership teams to maintain a high standard of care and service for clients.

Responsibilities

• Plans and supervises front desk, Medical Unit, scheduling, registration, phones, and related clerical ops.
• Supervises and coaches front desk and clerical staff, assigns work, and conducts performance oversight.
• Ensures timely, respectful, confidential assistance from initial contact through check-out and follow-up.
• Establishes workflows for accurate scheduling, registration, insurance data, records routing, and cross-program communication.
• Coordinates with clinical, billing, QA, security, and leadership to remove access barriers and resolve operations.
• Monitors desk performance, staffing, client concerns, workflows, and delays; recommends and implements improvements.
• Protects client privacy and ensures adherence to policies, rights, and federal/state rules.
• Responds to urgent or unsafe situations by following procedures and obtaining needed clinical or security support.
• Performs other admin or supervisory duties as assigned by the Administrative Director.
• Supports the Center's structure, mission, vision and values in meeting goals.
• Responds promptly to clients' administrative needs with compassion.
• Is a team player with cooperative disposition with internal and external partners.
• Collaborates and communicates up, down and sideways to ensure seamless care and a harmonious work environment.
• Demonstrated ability to work respectfully with clients.

Job description

Overview

The George J. Otlowski, Sr. Center for Mental Health Care is seeking a full-time Office Supervisor to oversee daily administrative and operational functions of the center's clerical staff.

Title

Title: Office Supervisor

Reports To: Administrative Director

Schedule: Monday-Friday, 8:30am-4:15pm

Location: Perth Amboy, NJ

Responsibilities

• Plans, organizes, supervises, and coordinates the Center's front desk, Medical Unit, staff scheduling, registration, telephone, and all related clerical operations.


• Provides direct administrative supervision, coaching, training, work assignments, and performance oversight to front desk and designated clerical staff.


• Ensure that clients and visitors receive timely, respectful, culturally responsive, and confidential assistance from initial contact through check-out and follow-up.


• Establishes and maintains standardized workflows that support accurate scheduling, registration, insurance and demographic information, records routing, and communication across programs.


• Coordinates closely with clinical, psychiatric, case management, billing, quality assurance, security, and leadership staff to remove access barriers and resolve operational concerns.


• Monitors front desk performance data, staffing coverage, client concerns, workflow accuracy, and service delays, recommend or implement corrective action and process improvements.


• Protects client privacy and confidentiality and ensures adherence to the Center's policies, client rights, applicable federal and State requirements, and County procedures.


• Responds appropriately to urgent, disruptive, or unsafe situations by following established procedures and immediately obtaining clinical, supervisory, security, emergency medical, or law enforcement support as indicated.


• Performs other administrative or supervisory responsibilities related to the role as assigned by the Administrative Director.


• Actively supports the Center's organizational structure, mission, vision and values in meeting goals and


• Responds to clients' administrative needs and questions promptly and with compassion and understanding.


• Is a team player and has a cooperative and harmonious disposition with internal and external


• Able to effectively collaborate and communicate upward, downward and laterally to provide a seamless continuum of care and promote a harmonious work environment conducive to quality.


• Demonstrated ability to work respectfully with clients.

Summary of Duties

• Oversee client check-in process for scheduled appointments and ensure that staff are verifying demographics, client identification, insurance information, and fee/balance due collection.


• Collaborate with billing staff to resolve balance and fee discrepancies.


• Oversee the safekeeping of client payments, review and approve cash sheets, and ensure proper bank deposit preparation and reporting procedures are being followed,


• Ensure that appointment cancelling and rescheduling is completed accurately and professionally.


• Assign staff to manage all incoming faxes and forward them to appropriate staff.


• Coordinate the answering of client calls and retrieval and routing of client voice messages.


• Process medical record requests or assign task as needed.


• Train new staff in all front desk operations.


• Conduct staff performance evaluations.


• Maintain front desk area policies and procedures.


• Approve/reject time off requests from staff.


• Participate in all required meetings and training courses.


• Ability to step in and cover all areas of responsivity in times of insufficient staff coverage.

Qualifications

Education