Hybrid Office Manager bei Union of Pan Asian Communties

Description

Position Title: Office Manager

Program: Children and Adolescent Mental Health

Classification: Non-exempt, Full Time

Salary: $24.00 -$26.00/hourly

Summary and Range of Authority: Under the direction of the Program Manager, Office Manager will provide support to program operations by maintaining office systems and managing non-clinical daily operations of a county contracted mental health office. The focus of this program is to provide intensive outpatient behavioral health services and case management for Seriously Emotionally Disturbed (SED) children and families utilizing a comprehensive approach that is school and community based, client and family driven, trauma informed, and culturally competent to unserved and underserved children, youths and their families.

Essential Duties and Responsibilities:

· Performs daily, weekly and monthly reports in Smart Care for quality assurance

· Enters data and preparing reports in various required databases, such as DCR, and Smart Care

· Processes all Admits and Discharges in Smart Care

· Triage calls by answering questions about the program, document referrals, and/or provide basic referrals to community resources

· Performs financial eligibility screening for all clients and enters corresponding info in Smart Care, County Electronic Medical Record system

· Performs ongoing insurance status review of existing clients and pending referrals

· Responsible for billing and collections of client accounts, including insurance, government programs, and client payments

· Responsible for the clerical management of the medical records, including creating charts, filing, and archiving

· Identify data errors and performs data clean-up on an ongoing basis

· Complete projects assigned by Program Manager in a timely manner

· Assists with managements of program caseload

· Will provide administrative support to the program by typing, filing, faxing and other duties as requested by the Program Manager

· Will work with Program Manager and/or Program Director in obtaining and ordering office supplies and coordinate any required repairs of office equipment

· Label and track all purchases to maintain an ongoing inventory record

· Prepare check requests as needed

· Prepare for payroll on a bi-weekly basis

· Maintain receptionist area in an organized fashion and up to date with postings of required documents

· Act as a courier to deliver and pick-up mail between Program and other UPAC offices and funding sources as needed

· Prepares electronic schedule for MD appointments

· Maintain strict confidentiality regarding sensitive and proprietary information or materials

· Other duties as assigned

Requirements

Required Education, Certifications/Licenses and Language/Cultural Skills:

· High School diploma or equivalent

Minimum Experience and Qualifications Required:

· Two years’ experience in similar position

· Working knowledge and experience with information systems and computer applications including spreadsheets, database systems, computer languages, page design and layout, and formatting text

· Knowledge and experience relevant to work with unserved and underserved communities

· Excellent interpersonal skills and ability to work well in a multicultural environment, including tact, diplomacy, patience and professionalism in dealing with individuals from a variety of backgrounds

· Experience as a clerk or receptionist

· Experience with data entry, including use of Excel and/or other related database systems

· Ability to type and enter data accurately. Skilled in proofing and reviewing documents for accuracy and completeness

· Experience with medical billing

· Ability to work well under pressure

· Effective written and verbal communication skills

· Will not be debarred or excluded from participation in Federal programs by the General Services Administration and/or the Department of Health and Human Services of the Inspector General

· Must pass background check (Live Scan Fingerprint).

· Must be able to drive (when needed) for business purposes to other program locations in San Diego County. If employee drives his/her personal automobile for UPAC business, employee must have valid California driver’s license and comprehensive automobile insurance coverage, as required by law.

Additional Preferred Education or Qualifications:

· Experience with Smart Care Electronic Medical Record system

· Knowledge of County contracted Medi-Cal and MHSA programs

· Knowledge of County contracted administrative/clerical requirements

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Spends approximately 70% of work time sitting and meeting with others or working at a desk and/or computer. Spends approximately 30% of work time standing or walking within the work area or outside the office at meetings and events, also bends, twists, stoops and reaches. Ability to communicate in writing and verbally. Regularly required to sit and talk or hear. Frequently is required to use hands to touch, handle or feel and reach with hands and arms. Occasionally lifts and/or moves up to 25 pounds. Working conditions are normal for an office environment and event venues. The noise level is usually moderate.

Benefits: 

Health & Wellness: 

• Employer paid health, vision, dental, life, AD&D, long-term disability, and Employee Assistance Program (EAP) 
• Low-cost Aetna HMO plan ($20 monthly employee premium) 
• Pet Insurance, voluntary life, critical illness, and accident insurance 

Paid Time Off: 

• 160 hours of PTO accrued per year during the first 5 years of employment 
• 40 hours of sick leave available per fiscal year 
• 12 paid holidays (including two days for New Year’s and Christmas) 
• 1 floating holiday per fiscal year 
• Bereavement Leave: 5 days off (3 paid) 

 Financial Benefits: 

• 403 (b) retirement plan 
• Free access to a financial advisor 
• Bilinguals pay differential (available for select programs) 
• Eligibility for student loan reimbursement (varies by program/position) 

   Workplace Flexibility: 

• Hybrid work schedule (available for select programs/positions) 

    Professional Development: 

• Clinical supervision for registered associates, counselors, and peer support staff 
• Partnerships with numerous universities/schools for internship placements 

     Employee Perks: 

• Employee discount at Timmy’s and Neighborhood Cafe