Support Staff Supervisor

Employees are expected to perform essential duties to performance standards. As needed, reasonable accommodations will be made for otherwise qualified employees with disabilities that are covered by the Americans with Disabilities Act (ADA), insofar as the accommodation does not create an undue hardship on Behavioral Healthcare Partners of Central Ohio, Inc. (BHP).

 Support Staff Supervision and Operations

• Supervise, support, and provide day-to-day oversight of support staff and the Medical Records Clerk to ensure efficient and effective operations.


• Assign, prioritize, and monitor workload to ensure the timely completion of administrative and records-related tasks.


• Serve as a working supervisor by providing direct support and coverage for support staff functions as needed to maintain operational continuity.


• Develop, implement, and continuously improve administrative processes, workflows, and standard operating procedures to enhance efficiency and service quality.


• Monitor and evaluate departmental processes to identify opportunities for improvement, increased productivity, and enhanced customer service.


• Ensure accuracy, completeness, and timely processing of documentation, records, reports, and other administrative functions.


• Oversee medical records management practices to ensure compliance with agency policies, confidentiality requirements, and applicable federal, state, accreditation, and payer regulations.


• Conduct regular audits and quality assurance reviews to ensure documentation accuracy and compliance with organizational standards.


• Train, mentor, and coach support staff on policies, procedures, systems, and performance expectations.


• Participate in the recruitment, onboarding, performance management, and professional development of support staff employees.


• Address performance concerns promptly and collaborate with Human Resources regarding corrective action and employee relations matters when necessary.


• Maintain a thorough understanding of agency operations and provide guidance to staff regarding administrative procedures and best practices.


• Collaborate with leadership to establish departmental goals, monitor outcomes, and implement corrective actions when needed.


• Generate and analyze reports related to productivity, workflow efficiency, documentation compliance, and departmental performance.


• Ensure compliance with all agency policies, accreditation standards, confidentiality requirements, and applicable federal, state, and local regulations.


• Promote a positive, professional, and customer-focused work environment that supports organizational goals and values.


• Participate in committees, projects, and organizational initiatives as assigned.

SCOPE OF SUPERVISION

Support Staff Specialists

 EQUIPMENT OPERATED

Computer, phone, copier, fax, general office equipment; audiovisual equipment; personal vehicle

 CONTACT WITH OTHERS

Staff, Board of Directors, vendors, community professionals, clients, general public, consultants, family members, and other internal and external job contacts.

 CONFIDENTIAL INFORMATION AND DATA

Client records, employee information, financial information, legal issues, and other confidential or sensitive information

WORKING CONDITIONS

Good office working conditions when working in the office.  When working in other BHP facilities, the employee is exposed to conditions within those facilities.  Possible exposure to inclement weather and traffic conditions when traveling to and from worksites.  Ability to telework during emergency health-related or inclement weather situations, or as required by management.

USUAL PHYSICAL DEMANDS

The following demands are typically used and exhibited by employees when performing this job’s essential duties and responsibilities. They are not and should not be construed to be qualification standards. Rather, they are illustrated to help BHP and otherwise qualified employees or job applicants with an ADA disability identify essential job duties that need to be reasonably accommodated, and the type of appropriate reasonable accommodation that may be available, which does not create an undue hardship on the employer.

 The employee frequently communicates with others in person and by telephone. The employee regularly uses a computer and standard office equipment to complete work tasks. The employee frequently sits, stands, walks, and travels between locations. Vision demands include close and detailed work using a computer and other office equipment.

 REQUIRED KNOWLEDGE, SKILLS & ABILITIES

 Knowledge of:

Supervisory practices, office operations, customer service, administrative procedures, and organizational policies.

Ability to:

Supervise staff, coordinate multiple priorities, communicate effectively, maintain confidentiality, and establish positive working relationships.

Skills in:

Leadership, customer service, communication, problem-solving, computer applications, data entry, and operation of general office equipment.

QUALIFICATIONS

Education, Experience and Training

Associate degree in business, office administration, or related field preferred. Two years of administrative support experience required. Supervisory or lead experience preferred.

Additional Qualifications

Upon conditional hire, and as a condition of employment, each employee is required to submit to and pass a drug test, criminal background check, and may be required to submit to a driving record check, personal vehicle inspection, and be insurable under BHP’s driving insurance provider guidelines, depending on the job assigned job duties.

Ability to document personal identity and employment eligibility within three days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act (I-9) requirements.