OFFICE MANAGER

Guardian Recovery•Monmouth Junction, NJ

8d•$40,000 - $65,000

About The Position

The Office Manager is under the supervision of the Executive Director and is responsible for collaborating with the Executive Director to ensure administrative needs are met.

Requirements

Bachelor of Science degree preferred.
Minimum of a high school diploma or GED required
1 to 2 years of experience in a similar position or similar function.
Must have two-years of continuous sobriety prior to hire, if a recovering alcoholic or drug addict and participate in a self-help program.
Current (five-years) of no felonies or substance abuse convictions.
Knowledge in financial practices.
Must have ability to interact with staff and patients in a professional manner.
Ability to coordinate and manage multiple tasks with attention to detail.
Adhere to Confidentiality requirements as outlined in 42 CFR, Part 2.
Computer literate with experience in a Windows environment.
Ability to work independently with minimal supervision
Ability to prioritize work and work related responsibilities
Knowledge of the Principles and Practices of the discipline of account billing and collections.

Responsibilities

Answer the main phone line and transfer calls to the appropriate party and/or take messages.
Manage incoming and outgoing mail.
Ensure office equipment is maintained and operational.
Maintains financial records for the Company including monthly expense reports.
Enters data into the computer system and maintains its accuracy.
Attend quarterly meetings for the following committees: Performance Improvement. Leadership/Administrative Committee, Safety and Risk Management Committee
Identify as the IT designee and manage all responsibilities associated with such a position.
Maintains proper attendance requirements and limits unexcused absences per Company policy.
Participate in Management Team Meetings as needed.
Oversee the front office environment to ensure it remains orderly, safe, and professional, while managing reception duties and coordinating client, guest, vendor, and emergency service interactions as needed
Check office supply stock weekly and submit orders for any supply items running low.
Oversee administrative functioning of the facility in an organized and professional manner.
Ensure compliance with Federal, State, and local regulations.
Contact property management for any maintenance related issues.
Create ID badges for all incoming hires.
Ensure compliance with State licensing & Joint Commission requirements.
Protect the privacy of all patient information in accordance with GRNH, LLC’s privacy policies, procedures, and practices, as required by federal and state law, and in accordance with general principle of professionalism as a healthcare provider.
Failure to comply with the company’s policies and procedures on patient privacy may result in disciplinary action up to and including termination of employment.
May access protected health information (PHI) and other patent information only to the extent that it is necessary to complete your job duties.
The incumbent may only share such information with those who have a need-to-know specific patient information you have in your possession to complete their job responsibilities related to treatment, payment or other GRNH, LLC operations.
Expected to report, without the threat of retaliation, any concerns regarding GRNH, LLC’s policies and procedures on patient privacy and any observed practices in violation of the policy to their supervisor.
Perform other duties assigned.
Responsible for onboarding and offboarding employees in a timely manner.
Utilize company HRIS software (Paycom) daily to perform HR job functions.
Identify as the Audit Staff for HR and will prepare for and sit through on-site audits.
Ensure required training is completed per State, Federal and Joint Commission requirements.
Facilitate applications, background checks, and preparation of offer letters.
Keep abreast of changes, and monitor compliance with State and Federal Laws, as well as compliance with State Licensing and Joint Commission requirements
Maintain accurate and confidential HR records
Participate in HR Department meetings, as well as facility committee meetings
Promptly respond to information requests from various agencies, including unemployment, references, verification of employment, etc.
Attend and participate in employee disciplinary meetings, terminations, and investigations for the facility.
Schedule training with new hires to review the HRIS system, timekeeping, benefits, HR policies and procedures
Serve as an employee resource and advocate, ensuring the company responds to employees in a fair and consistent manner.
Establish an environment where employees are comfortable by coming to the Human Resources Department to discuss their situations
Review employee time sheets as needed for accuracy prior to payroll.
Handle employment-related inquiries from applicants, employees, and supervisors, referring to complex and/or sensitive matters to the appropriate staff
Coordinate and ensure all pre-employment requirements are met, including health requirements, new hire paperwork, ID badge, etc.
Answer basic questions about the offer and/or benefits and escalate the question, as necessary.
Provide personnel policy and procedure guidance to employees and management.