Divisional Office Manager

SAFY•Findlay, OH

6d•$18 - $25•Hybrid

About The Position

SAFY is seeking a Full-Time Administrative Support Specialist to support the Ohio statewide administrative team functions. As an Administrative Support Specialist, you will be responsible for providing statewide administrative, clerical and enrollment services support. This position will assist current division office managers, provide support with census entry, foster home recertifications, data entry and scheduling of appointments. At SAFY, our mission is Preserving Families & Securing Futures. For 40 years, our work has rested on a single, radical idea – children belong in families. We believe that every child and family deserve the opportunity to reach their full potential. We are a team of 500 employees across seven states providing services such as Family Preservation & Reunification, Behavioral Health, Therapeutic Foster Care, Adoption Services and Older Youth Services so the families and children we serve can build resilience and thrive.

Requirements

Strong experience with office management, data entry, scheduling and clerical support.
Must be able to effectively operate in a dynamic environment with monthly deadlines and annual performance goals.
Proficiency in Microsoft Office Suite, specifically Excel, for data analysis and reporting.
Demonstrated critical thinking skills with the ability to challenge assumptions and propose solutions.
Strong analytical and problem-solving skills with high attention to detail.
Effective communicator, both written and verbal
Ability to work independently, prioritize multiple tasks, and meet deadlines.
Collaborative team player capable of building strong working relationships.
Proven track record of improving processes or contributing to operational efficiency.
Reliable attendance and punctuality are essential and the ability to work flexible hours
Professionalism and customer service orientation
Compassionate and patient, as there is potential you will work with children of varying abilities.
Establish and maintain a positive working relationship with all levels of SAFY staff by participating in joint meetings, and problem identification and resolution.
Strong organization skills, strong attention to details, accuracy and ability to prioritize workload
High school diploma or GED required
2 years of experience in an administrative office environment.

Nice To Haves

Associate degree is preferred

Responsibilities

Covering essential administrative duties during DOM absences, vacations, and vacancies
Assisting divisions with increasing workloads that aid in foster home recertifications
Assisting with scheduling and invitations for psychiatric appointments coordinated through the agency nurse.
Assist in preparation for audits, such as maintaining files, reviewing documents, etc.
Provide support in completing administrative related tasks for foster-home recertification’s.
Where applicable, assist scheduling for mental health clients.
Provide support as needed for the licensing unit.
Triage with appropriate staff in crisis situations.
Assist with creating, planning, and executing divisional events and programs, including training.
Serve as a liaison between the divisional office and the Service Center.
Unlock entrance doors and remove phone from night ring to open office. At the end of the day, lock entrance and turn phone to night ring to close the office.
Greeting visitors and answer calls on multi line phone system.
Responsible for processing incoming and outgoing divisional mail.
Serve as backup support for daily census entry.
Entering foster parent training information into SACWIS.
Preparing F-70 letters
Supporting client insurance enrollment for mental health services.
Coordinate follow-up with counties to obtain outstanding Medicaid eligibility information and support related data entry.
Track and maintain date sensitive documents such as training activities, open bed list, referral lists, staff roster, etc.
Distributing required state documentation.
Assist with and/or implement the creation and maintenance of files from opening to closure (including but not limited to foster care, foster parent and outpatient files). Purge records as required by agency policy. Process background checks (i.e. foster parents, respite providers, employees, volunteers, interns).
Develop and implement plan for scanning and uploading all appropriate records.
Update and maintain all manuals, meeting minutes, state rules documents, etc. Distribute to staff or appropriate parties as required.
Managing meeting minutes and participating in planning committees/meetings
Insurance collection/verification, and data entry
Assist with OhRise enrollment and processes
Assist with prior authorizations
Collaborate with Aetna and Ohrise to streamline program entry
Monitor CANS portal and assessments, entering data in charts
Customer service with families and stakeholders
Other duties as assigned.

Benefits

Medical
Dental
Vision
Disability
Life Insurance
Flexible Spending
Health Savings account options
401(k) Retirement plan with company match
10 paid holidays
3 floating holidays per year
generous sick & vacation time
an additional day off for your birthday
quarterly and/or annual bonuses
Tuition Reimbursement up to $5,000 each year
CEU Reimbursement up to $1,000 each year
On demand access to earned wages through Zayzoon
access to over 1,000 courses on our learning platform or through our talented in-house training department
Clinical Supervision Reimbursement up to $300 per month
Employee Assistance Program with 6 free visits per issue
Free Financial Advisor Services
Support Services for alternative Health Insurance and benefit credit reimbursement options
Employee and Foster Parent Referral bonus program
Leave donation program
Adoption Assistance
Mileage reimbursement
company paid cell phone or phone stipend
Company laptop