Office Manager

The Jewish Board•New York, NY

About The Position

The Office Manager is a non-clinical staff member supporting the ACT program. The position manages medical records and the management information system, maintains accounting and budget records for recipient and program expenditures, and performs reception duties such as triaging calls and coordinating communication between the program and recipients. The role handles sensitive and confidential material, including information discussed at team meetings, and reports to the Director/Team Leader. The Office Manager attends daily ACT team meetings and reports on-call client activity; coordinates communication between participants and clinical staff; manages monthly Medicaid billing; and provides administrative, fiscal, and secretarial support. The role also supports records management, audits, supply ordering, meeting documentation, and compliance with applicable Jewish Board, ACT, OMH, and other regulations.

Requirements

High school diploma and 6 years of relevant work experience, or a bachelor's degree and 3 years of relevant work experience.
Previous experience with medical billing and electronic case record keeping.
Strong computer skills, including word processing, spreadsheets, and databases.
Strong managerial skills.
Aptitude with numbers.
Working knowledge of Microsoft Office and ability to learn electronic health records and other software as required.
Ability to read and input data and documents, including spreadsheets, reports, and Electronic Health Records, in printed form and on computer screens.
Ability to input data into the Electronic Health Record.
Strong attention to detail and record keeping.
Ability to function as a team player in a multidisciplinary team environment.
Reliability and discretion.
Adaptability.
Communication, negotiation, and relationship-building skills.
Organizational and time-management skills.
Problem-solving skills and initiative.

Responsibilities

Attend daily ACT team meetings and report on-call activity of clients.
Triage calls and coordinate communication between participants and clinical staff.
Manage monthly Medicaid billing.
Handle routine correspondence.
Organize and file petty cash funds, MetroCards, P-Card receipts, and vendor invoices.
Order and distribute program supplies.
Open, sort, and distribute mail.
Take minutes at ACT meetings and prepare them for review, editing, and approval by the ACT Director/Team Leader before distribution to staff.
Oversee fee processing and work with fiscal, purchasing, and facilities to ensure agency practices are followed.
Conduct periodic audits of data entry for accuracy and to assess whether staff understand related procedures.
Provide secretarial support to the Director/Team Leader and other management staff, particularly for confidential matters.
Monitor, distribute, and replenish petty cash for the division.
Submit division status forms/PAFs and pay documents in a timely manner.
Become familiar with applicable Jewish Board, ACT, OMH, and other regulations and ensure requirements are met.
Oversee archiving and storage of clinical case records and billing documentation.
Assist with audit preparation and mailing requests for information as directed.
Perform other tasks normally associated with a clerical position as needed.