Office Manager
About The Position
The Office Manager oversees day-to-day administrative operations for CORE clinics at two locations in Citrus Heights, California, traveling between sites to support staff and address operational needs. The role supervises clerical and data entry staff and oversees the front office, reception area, medical chart room, scheduling, client records, and administrative processes in accordance with clinic policies and agency guidelines. The Office Manager also serves as Safety Officer, maintains HIPAA standards, provides customer service and backup clerical coverage, trains and mentors staff, and keeps the Program Director informed about operational issues. Additional responsibilities include managing supplies, inventory, equipment, vendors, invoices, and office budget activities; conducting quality assurance audits; maintaining emergency preparedness plans; addressing team conflicts and communicating policy updates; coordinating technology support and staff training; and organizing clinic events. The role collaborates with clinical, administrative, finance, human resources, IT, and management teams to support clinic goals and efficient operations.
Requirements
- High school diploma or equivalent, or a bachelor's degree in a related field.
- For the high school diploma or equivalent pathway: five years of full-time experience in Medi-Cal billing and an administrative role.
- For the bachelor's degree pathway: three years of full-time experience in Medi-Cal billing and an administrative role.
- Three years of full-time experience providing clerical support in a busy office environment.
- At least one year of supervision experience; required.
- Ability to perform the essential duties satisfactorily, with reasonable accommodations available for individuals with disabilities.
Responsibilities
- Manage and coordinate office activities to promote efficiency and compliance with clinic policies.
- Oversee appointment scheduling and coordination to make effective use of clinic resources.
- Handle phone calls, emails, and inquiries and provide customer service to clients and stakeholders.
- Support operations at two clinic locations and travel between sites to address needs, troubleshoot issues, and support staff.
- Ensure adherence to organizational opening and closing procedures.
- Oversee maintenance and organization of client records in compliance with privacy regulations.
- Coordinate the flow of client information between administrative and clinical functions.
- Ensure clerical staff are proficient in the Electronic Health Record (EHR) and support data entry into HMIS.
- Collaborate with clinical and administrative staff to address office needs and streamline processes.
- Assist with onboarding and training new administrative personnel.
- Procure and manage office supplies, maintain inventory records, and oversee equipment maintenance at both locations.
- Assist with development and monitoring of the office budget, track expenses with the finance department, and identify cost-saving opportunities.
- Implement and monitor quality assurance measures, conduct periodic audits, and implement corrective actions.
- Manage office-related vendor relationships and follow through on agreements and contracts.
- Review, approve, and process invoices related to office services and supplies.
- Develop and maintain emergency preparedness plans for both locations and conduct drills and training sessions.
- Address team conflicts or concerns with management and collaborate with Human Resources on conflict resolution strategies.
- Communicate clinic policies to the clerical team, share updates promptly, and facilitate training as needed.
- Coordinate technical issue resolution with IT and facilitate staff training on relevant technologies or software implementations.
- Coordinate clinic events, workshops, and seminars, including logistics and participant registration.
- Collaborate with the Program Director and management staff to align office operations with clinic goals and initiatives.
- Participate in regular meetings and foster open communication and collaboration within the administrative team.
- Facilitate regular team meetings to share updates and address concerns or challenges.
- Directly supervise administrative clerical and data entry staff, including interviewing and training employees, assigning and directing work, appraising performance, rewarding and disciplining employees, addressing complaints, and resolving problems.
- Serve as Safety Officer and oversee front office, reception, and medical chart room activities.
- Provide backup coverage for clerical duties and keep the Program Director informed of operational issues.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
High school or GED
