Office Manager - Mental Health

SERV Behavioral Health System•Clifton, NJ

About The Position

The Office Manager is responsible for the overall administrative management and coordination of office operations within a residential mental health agency. This role ensures efficient workflow, regulatory compliance, fiscal accountability, and effective communication across departments. The Office Manager provides leadership to clerical staff, supports management and clinical teams, oversees financial and personnel processes, and serves as the primary liaison for information systems and administrative technology. The position plays a critical role in maintaining operational integrity, client confidentiality, and alignment with agency mission and values. Performs other duties as deemed necessary and appropriate by their supervisor or designee.

Requirements

High school diploma or equivalent required
Minimum of one (1) year of office administration experience (healthcare or behavioral health preferred)
Demonstrated clerical proficiency and computer competency
Valid driver's license issued in state of residence.

Responsibilities

Assist with day-to-day operations of the office
Coordinate and implement office systems and procedures
Maintain office extension lists, staff lists, computer trackers, and evacuation plans
Monitor and complete any necessary work orders/tickets
Order office supplies, linens, and household supplies for sites
Maintain purchase trackers for food, office, and household supplies
Troubleshoot equipment, cleaning, and facility issues as needed
Assist with equipment coordination for delivery to and from IT via tickets
Ensure local adherence to all policies and procedures
Assist with employee relations matters as directed
Practice positive conflict resolution and provide feedback to management staff
Complete Payroll action notices for transfers, resignations, and terminations
Assist with staff transfer requests
Track potential new hires, offers made, start dates, and terminations
Send new hire welcome letters prior to onboarding
Obtain new hire signatures in Evolv
Oversee new hire scheduling
Track and submit orientation checklists to Training Department
Train staff as needed
Monitor payroll approvals and submission for completion
Oversee check requests and credit card receipts
Monitor and ensure revenue and expense accuracy
Monitor and oversee various financial and budget trackers
Pull paperwork for audits
Upload paperwork as necessary into Electronic Health Record System
Assist in preparing for all inspections/audits
Oversee compliance with Relias training requirements
Coordinate on site trainings with the training department
Monitor and update nursing license information
Maintain trackers for IRPs and nursing assessments
Collect monthly vehicle trip logs
Submit weekly vehicle inspection reports to Fleet Manager
Monitor fuel purchases and compare gas receipts to fuel transaction reports
Report discrepancies to Fleet Manager
Request gas pins with Director approval
Coordinate vehicle state inspections, repairs, and maintenance
Serve as a liaison with IT regarding office needs, troubleshooting equipment, repair and returns, setup of email, phones and all other needs.
Accurately enter resident data into electronic system
Attend meetings as required
Submit reports to SERV departments as required
Update state licenses and county staff lists
Send updated supervisor reports
Maintain staff lists and openings
Assist consumers in situations involving dissatisfaction with services
Monitor resident admissions, discharges, and transfers
Process client activity requests with Director
Ensure staff lists are maintained and assign pins to new overnight staff
Assist annually with holiday parties and picnics
Oversee ShopRite list updates for staff additions and terminations
Complete assignments accurately and timely.
Maintain consistent attendance and flexibility.
Demonstrate teamwork and cooperative engagement.
Communicate effectively both verbally and in writing.
Participate in supervision and training.
Meet annual competency requirements.
Support and promote the agency mission, vision, and values.
Identify and report facility, equipment, or vehicle safety concerns.
Maintain awareness of environmental and operational safety standards.
Demonstrate leadership through professionalism, ethical conduct, fiscal responsibility, teamwork, respect for clients and families, and adherence to compliance standards.