Office Manager

The Jewish Board•New York, NY

5d•$25

About The Position

The ACT Office Manager is a non-clinical staff member who manages medical records and coordinates the management information system, maintains accounting and budget records for recipient and program expenditures, and performs reception activities such as triaging calls and coordinating communication between the program and recipients. The role involves handling sensitive and confidential material, including information discussed at team meetings. The Office Manager reports to the Director/Team Leader. The position supports the ACT team through administrative, billing, financial, records-management, and clerical work. It requires familiarity with applicable Jewish Board, ACT, OMH, and other regulations, and ensuring program requirements are met.

Requirements

High school diploma plus 6 years of relevant work experience, or a bachelor's degree plus 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.
Strong attention to detail and record keeping.
Ability to function well as a team player in a multidisciplinary team environment.
Reliability and discretion.
Adaptability.
Communication, negotiation, and relationship-building skills.
Organizational skills and time management.
Problem-solving skills and initiative.
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.
Limited manual dexterity and hand-eye coordination are required.

Responsibilities

Attend daily meetings with the ACT team 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, Metro Cards, 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 distributing them to staff.
Oversee fee processing and coordinate with fiscal, purchasing, and facilities to ensure agency practices are followed.
Conduct periodic audits of data entry to verify accuracy and assess staff understanding of related procedures.
Provide secretarial support to the Director/Team Leader and other management staff, especially on confidential matters.
Monitor, distribute, and replenish petty cash for the division.
Submit status forms/PAFs and pay documents for the division 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.