Job Classification: Non-Exempt, Full-time

Work Schedule: M-F 8am-5pm

Reporting Relationship: Chief Financial Officer

Primary Accountability:

The Office Manager works closely with the Chief Financial Officer and other organization staff. Manages the Arrowhead Building including the front office, answers the multi-line phones, and is responsible for creating a positive first impression of the agency. The Office Manager position requires attention to detail and use of initiative and independent judgment with frequent access to confidential and highly complex information.

Major Duties:

• Supervises and oversees the front office and lobby. Duties include opening and closing the office building daily and ensuring the lobby, bathrooms and other common areas are neat and clean.
• Assists in a variety of administrative matters, including answering and responding to telephone calls, maintaining calendars, checking faxes, and preparing mailings.
• Keeps calendar of client appointments and greets clients as they arrive for appointments.
• Responsible for gathering demographic and insurance information for new outpatient client intakes. This includes preparation of the Intake Packet paperwork for the client.
• Acts as liaison to the billing agent; prepares billing reports, reconciles statements, tracks receivables, and resolves denials.
• Enters billing information into QuickBooks.
• Prepares census reports for the PRTF Cost Report and other business functions.
• Maintains all closed resident files and information.
• Provides back-up support for other administrative staff as requested.
• Works closely with insurance companies for billing and credentialing purposes.
• Performs additional duties as assigned.

Qualifications:

• High school diploma or GED required.
• Strong computer and word processing skills, in particular Word, Excel, PowerPoint, and Access.
• Accounting experience.
• Experience with QuickBooks, billing, and insurance.
• Knowledge of modern office procedures and practices, including, but not limited to, electronic mail and calendar, filing, indexing and cross-referencing methods and common use of office materials and machines.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively, both orally and in writing with staff, clients, families, prospects and the public.
• Ability to work efficiently with attention to details and quality of work produced.
• Ability to exercise good judgment in setting priorities and organization of workload.
• Willingness to lead, take charge and offer opinions and direction.
• Ability to analyze information and use logic to address work-related issues and problems.
• Demonstrated poise, tact and diplomacy with the ability to handle sensitive and confidential information and situations.
• Valid driver’s license with acceptable driving record required.

Physical Demands:

• Ability to lift and move up to thirty (30) pounds.
• Ability to sit and/or stand for extended periods of time.
• Ability to read computer screens and mail, talk on the phone.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Interaction with staff and clients.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.