Office Manager

Office Manager

Please note: The attached job description is currently under review and may include duties that are no longer performed or may not reflect all current responsibilities.

Under the supervision of the Human Resource Manager, the Office Manager oversees the daily operations of the front office and Medical Records Department, coordinates administrative workflows, supervises office support staff, and provides administrative support for agency-wide projects, reporting, and records management.

Responsibilities/Essential Functions:

• Coordinates job duties and serves as a backup to the Medical Records Clerk to ensure the office runs efficiently. 
• Supervises the daily activities and schedule of office personnel to ensure office coverage.  
• Maintains and organizes agency records through document scanning, filing, records management, and other administrative support activities.
• Maintains spreadsheets, databases, reports, and other electronic records using Microsoft Office and agency software applications.
• Coordinates front-office operations, including communications, mail distribution, visitor access, vendor interactions, and administrative workflows.
• Provides timely and consistent administration of receipts, audits, rosters, and schedules. 
• Provides administrative support for agency initiatives, special projects, and departmental operations.
• Coordinates the operation and maintenance of office equipment and arranges service as needed.
• Ensures the front office and mailroom are kept clean, stocked with supplies, and well-organized.

Adheres to client’s rights under the Mental Health Code, Confidentiality Act, HIPAA, and Rule 50 of the Office of Inspector General; abides by Stepping Stones Code of Ethics and Professional Practice.

Adheres to Stepping Stones’ policies and procedures.

Performs other duties as assigned.

Contacts:

The Office Manager has contact with all Stepping Stones employees and clients. Because this position also performs many receptionist duties, they come into contact with clients’ family members, health care professionals from other agencies, and various vendors. 

Qualification Requirements:

To perform this job successfully, an individual needs to be very organized and possess an eye for detail. They must be multitaskers, flexible, and have good people skills. Proficiency with Microsoft Office applications, database and records management systems, and other agency software is required.

Education:

Minimum requirement: High school graduate, GED, or equivalent work experience. Qualified employees should have basic computer knowledge and at least 2 years of experience in an office environment.

Benefits We Offer

• 401(k) with a 3% employer match
• 29 Days of paid time off
• Medical and prescription coverage
• Dental and vision insurance
• Short-term and long-term disability coverage
• $15,000 life insurance policy
• Aflac supplemental insurance options

Physical Requirements:

While performing the duties of this job, the employee is frequently required to sit; use hands and fingers to operate a computer, keyboard, mouse, multi-line telephone system, and other standard office equipment; enter, retrieve, and maintain information in electronic systems, including Human Resources Information Systems (HRIS) and other agency software; walk, bend, carry items with both hands, write, and communicate effectively in person and by telephone. Occasionally, the employee will be required to lift up to 25 pounds, stand for approximately two hours, and use stairs. This position is classified as light work. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Conditions:

The Front Office is moderately noisy and busy, with frequent interruptions from clients and guests, as well as phone calls. The Office Manager works an 8-hour day from 8am to 5pm for a 40-hour workweek. There is a risk involved with client contact.