Job Summary
We are seeking a highly organized, dependable, and proactive Office Manager to oversee the daily administrative operations of our organization. This individual will play a key role in ensuring efficient office operations while supporting clinical, administrative, and leadership staff. The Office Manager serves as a central point of communication for clients, employees, referral partners, and community stakeholders, helping create a welcoming, professional, and efficient environment.
The ideal candidate is detail-oriented, thrives in a fast-paced setting, maintains confidentiality, and enjoys building systems that improve workflow and client experience.
Essential Responsibilities
- Oversee the daily operations of the office, ensuring efficient administrative processes and a professional environment.
- Manage incoming phone calls, emails, and client inquiries while providing exceptional customer service.
- Welcome clients, families, and visitors while maintaining a warm, respectful, and professional atmosphere.
- Coordinate provider schedules, meetings, trainings, and organizational calendars.
- Assist with onboarding new employees, maintaining personnel files, and tracking required documentation and certifications.
- Maintain client records and organizational documents in compliance with HIPAA and agency policies.
- Support billing, invoicing, payroll preparation, expense tracking, and other administrative financial tasks.
- Order and maintain office supplies, equipment, and vendor relationships.
- Assist leadership with reports, correspondence, meeting preparation, and special projects.
- Monitor administrative workflows and recommend improvements to increase efficiency and organization.
- Coordinate communication with referral sources, case managers, insurance companies, community partners, and vendors as needed.
- Ensure compliance with organizational policies, licensing requirements, and state or federal regulations.
- Assist with event planning, staff meetings, trainings, and community outreach activities.
- Perform other administrative duties as assigned to support organizational operations.
Qualifications
- Associate degree preferred; High School Diploma or GED required.
- Minimum of two years of administrative or office management experience; healthcare, behavioral health, or human services experience preferred.
- Strong organizational and time management skills with the ability to prioritize multiple tasks.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
- Experience with electronic health records (EHR/EMR), scheduling software, or healthcare management systems is preferred.
- Experience with QuickBooks or similar accounting software is preferred.
- Ability to maintain strict confidentiality and comply with HIPAA requirements.
- Strong problem-solving skills and the ability to work independently with minimal supervision.
- Professional demeanor with exceptional customer service and interpersonal skills.
- Bilingual (English/Spanish or other languages) is a plus but not required.
Preferred Skills
- Experience working in behavioral health, counseling, developmental disabilities, or healthcare settings.
- Knowledge of Medicaid, insurance processes, or healthcare documentation.
- Experience supporting multidisciplinary teams.
- Ability to develop and improve administrative systems and office procedures.
Why Join Our Team?
We believe that exceptional client care begins with a strong and organized administrative team. As our Office Manager, you will play an essential role in supporting our mission by helping ensure smooth daily operations, fostering a positive workplace culture, and creating an outstanding experience for every client, family, and employee.
We offer competitive compensation, opportunities for professional growth, a collaborative work environment, and the chance to make a meaningful impact in the lives of the individuals and families we serve.
Pay: $19.00 - $20.00 per hour
Work Location: In person
