Office Manager at Options Counseling and Family Services in CLACKAMAS, Oregon

Job Description:

Vision Statement

Options Counseling and Family Services supports the health, safety, equity, and well-being of our clients, families, employees, and communities.

Mission Statement

In partnership with members of the communities we serve, Options Counseling and Family Services promotes safety, healing, and empowerment for individuals and families.

Benefits

Options offers many benefits for our full-time employees (full-time is any employee working 30 hours per week or more). A list of all our benefits can be found on our website, here: https://wp.options.org/employment/benefits/

Highlights:

• Options pays 100% of the cost to cover employees for medical, dental, vision, basic term life, accidental death and dismemberment, and long-term disability


• 403b retirement plan with an agency match


• Health Reimbursement Account (HRA) funded by Options to reimburse employees for a percentage of medical expenses related to employees' deductible


• Flexible Spending Account (FSA) and Dependent Care Expense accounts are available


• Generous Paid Time-Off (PTO) policy that allows employees to earn up to four weeks in the first year of employment


• Employee Assistance Program (EAP), 100% funded by Options

General Description:

The Office Manager is responsible for managing the daily operations of the offices in the Portland-metro area (Clackamas, Beaverton, and Portland*). Supervise, train, and recruit office staff for the Portland-metro offices. Will assist with organizing tasks and projects for the Director, Clinical Manager, Program Supervisor(s), and service providers. Requires demonstrated experience in general office management, with knowledge of record keeping and financial information. The Office Manager will also answer phone calls, schedule client appointments, and greet and assist in-person clients.

Minimum Qualifications:

Two-year college degree and two years of office management experience, or an equivalent combination of education and experience. Exceptional verbal and written communication skills. Able to work independently. Excellent computer skills in a Microsoft Windows environment, including proficiency with Microsoft Word, Excel, and database management and record keeping software (applicants will take a computer assessment to evaluate skill level). Must have respectful, open, unbiased, accepting attitude toward clients and their families. Ability to effectively present information and respond to questions from management, therapist, community partners, and other members of the team. Must be able to pass a DHS background check, which may include fingerprinting.

Preferred Qualifications:

Supervisory experience in an office environment. Experience in healthcare or another service industry. Bilingual, English/Spanish (Options pays a differential for bilingual employees; must pass an assessment to qualify).

Essential Duties and Responsibilities:

50% - Management of Office and Staff

• Supervises, trains, and evaluates administrative staff (including medical administrative support team)


• Works with the Director, Clinical Manager, and/or Program Supervisor(s) as a member of the management team


• Provides management/oversight for all administrative/business operations of the office


• Manages office volunteers/interns


• Manages and oversees the hiring process of new admin staff


• Orients/trains new employees on office procedures, deadlines, and general questions


• Ensures proper documentation for personnel records, credentialing, and background checks for newly hired employees are collected and sent to central office in a timely manner 


• Coordinates all building and space needs, maintenance and repair issues, and appropriation of needed supplies and equipment


• Monitors building safety needs including daily security/HIPPA sweep before leaving


• Attends and participates in monthly Office Manager meeting

30% - Administrative Support

• Assists with file management and communication with community partners, clinical staff, and central office


• Responsible for file maintenance, including file reviews, combining financial files with closed files and file storage, ensuring compliance with HIPPA regulations


• Provides accounting support for client funds; coordinating paperwork, issuing checks and routing check tissues to Billing Department


• Processes monthly reports for Program Supervisors/Directors as requested


• Enters referral information into the Electronic Client Record (ECR) system

20% - Client Support

• Greet clients coming into the clinic, and check each into the ECR system


• Collect copays and fees for private pay and sliding scale participants


• Check insurance coverage for clients scheduled each day


• Verify client information when they come in for appointments


• Schedule client appointments


• Provide new clients with opening paperwork, and check documents to ensure they are complete, dated, and signed


• Answer multi-line phone system and direct calls. Respond to questions regarding services offered


• Enter and scan data into the ECR as directed


• Send sliding scale clients an information letter and prepare referral sheets


• Other duties as assigned

Working Conditions:

• Extended periods of time sitting at work station updating client records, and phone work


• Requires continual mental concentration and attention to details


• Extended periods of focus and attention and computer use are frequently required


• Mobility and dexterity sufficient to assist clients/staff and handle required job-related functions


• Ability to cope with clients who may use challenging or offensive language with potential for escalation to physical aggression

*Employee will be paid mileage for any travel during work hours

Salary:

$39,368.00

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