Office Manager - Grand Forks

About the position

The Village is one of the region's leading non-profit human service organizations. We provide behavioral health and other community services across North Dakota and Minnesota. It's a place where you can build a career and help people at the same time. Are you someone who can provide exceptional customer service, be dependable and are able to work independently and/or within a team - then The Village Family Service Center in Grand Forks, ND has an opportunity for you to join our team as an Office Manager. The office hours are Monday from 8 AM - 7 PM & Tuesday - Friday from 8 AM - 5 PM. The usual schedule for this position is rotating weekly shifts of shift 1: Monday-Thursday 7:30-5:30, Friday 8:00-12:00 and shift 2: Monday 10:15-7:15, Tuesday - Friday 8:00AM-5:00PM.

Responsibilities

• Provide Customer Service functions; i.e., answering phones, respond to customers in a helpful manner, field questions/ referrals/information requests/scheduling intake and counseling appointments, accepting payments/writing receipts.
• In collaboration with Office Manager Lead: Manage hiring, supervision, scheduling, performance evaluations and training of administration staff.
• Responsible for client confidentiality in all aspects of office operations.
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Direct phone calls to appropriate staff and/or take messages and facilitate the flow of information.
• Provide administrative support to the RPS/Supervisor (preparing/organizing reports, collecting statistics, preparation for meetings, etc.)
• Provide administrative support services to Office Staff (typing, dictation, file management, billing information, data entry).
• Responsible for Daily Operations of Office: Clean and maintain office through the cleaning service.
• Open and lock doors and windows at appropriate times.
• Order and stock supplies appropriately.
• Monitor machines to ensure highest functioning and efficiency: Copier, fax, telephone, computer, etc.
• Act as liaison between Business Office and therapist to ensure time entry/billing is done timely and accurately.
• Provide necessary information to clients and therapist regarding paperwork, payment and or changes in coverage.
• Ensure all necessary documents are completed and signed to facilitate payment of all services.
• Provide necessary information to the Business Office to process claims (i.e. insurance information, NEAP billing, payment from clients).
• Proficient in the use of Microsoft Office, Windows 98 or newer, Word, Excel, to type letters, reports, newsletters, and statistics.
• Prepare necessary items for meetings (i.e. reports, food, agenda items)
• Be knowledgeable of The Village's Quality Assurance policies and practices.
• Collaborate with management to identify and meet changing operational needs of staff and clients (rent, lease).
• Stay current on required training.
• Perform other job-related tasks as appropriate.

Requirements

• Ability to handle multiple projects and meet deadlines.
• Proficient in use of office equipment; i.e., computer, copier, fax, etc.
• Proficient in Microsoft office products, Word and Excel.
• Organized, efficient, detail-oriented.
• Excellent customer service and communication skills.
• Good organizational, time management, and confidentiality skills.
• Ability to work collaboratively.
• Must have non-judgmental attitude, respect for and sensitivity to diversity and individuality.
• Prior managerial or supervisory experience and/or working in a healthcare setting w/ knowledge of insurance company guidelines, processes, and HIPAA regulations is a plus.

Benefits

• Medical Insurance for you & your family partially paid by The Village
• Generous Health Saving Account contribution by The Village for eligible employees enrolled in our health plan.
• 100% 403(b) Retirement Match up to 5% on the first of the month starting hire.
• Voluntary Insurances including Dental, Vision, Dependent Care FSA, Critical Illness, Hospital & Accident insurance, Petzey.
• Employer paid Short-term disability, Long-term disability and Life Insurance for employees working 20 + hours per week.
• 8 to 9 Paid holidays
• Starting Paid Time Off (PTO) of 13 days/year.