Office Manager - Mental Health

Job Description The Office Manager is responsible for the overall administrative management and coordination of office operations within a residential mental health agency. This role ensures efficient workflow, regulatory compliance, fiscal accountability, and effective communication across departments.The Office Manager provides leadership to clerical staff, supports management and clinical teams, oversees financial and personnel processes, and serves as the primary liaison for information systems and administrative technology. The position plays a critical role in maintaining operational integrity, client confidentiality, and alignment with agency mission and values. Performs other duties as deemed necessary and appropriate by their supervisor or designee.RESPONSIBILITIES:Administrative & Office OperationsAssist with day-to-day operations of the officeCoordinate and implement office systems and proceduresMaintain office extension lists, staff lists, computer trackers, and evacuation plansMonitor and complete any necessary work orders/ticketsOrder office supplies, linens, and household supplies for sitesMaintain purchase trackers for food, office, and household suppliesTroubleshoot equipment, cleaning, and facility issues as neededAssist with equipment coordination for delivery to and from IT via ticketsHuman Resources & Staffing SupportEnsure local adherence to all policies and proceduresAssist with employee relations matters as directedPractice positive conflict resolution and provide feedback to management staffComplete Payroll action notices for transfers, resignations, and terminationsAssist with staff transfer requestsTrack potential new hires, offers made, start dates, and terminationsSend new hire welcome letters prior to onboardingObtain new hire signatures in EvolvOversee new hire schedulingTrack and submit orientation checklists to Training DepartmentTrain staff as neededPayroll, Finance & ComplianceMonitor payroll approvals and submission for completionOversee check requests and credit card receiptsMonitor and ensure revenue and expense accuracyMonitor and oversee various financial and budget trackersPull paperwork for auditsUpload paperwork as necessary into Electronic Health Record SystemAssist in preparing for all inspections/auditsTraining & LicensingOversee compliance with Relias training requirementsCoordinate on site trainings with the training departmentMonitor and update nursing license informationMaintain trackers for IRPs and nursing assessmentsFleet & TransportationCollect monthly vehicle trip logsSubmit weekly vehicle inspection reports to Fleet ManagerMonitor fuel purchases and compare gas receipts to fuel transaction reportsReport discrepancies to Fleet ManagerRequest gas pins with Director approvalCoordinate vehicle state inspections, repairs, and maintenanceIT & Systems SupportServe as a liaison with IT regarding office needs, troubleshooting equipment, repair and returns, setup of email, phones and all other needs.Accurately enter resident data into electronic systemReporting & CommunicationAttend meetings as requiredSubmit reports to SERV departments as requiredUpdate state licenses and county staff listsSend updated supervisor reportsMaintain staff lists and openingsConsumer & Program SupportAssist consumers in situations involving dissatisfaction with servicesMonitor resident admissions, discharges, and transfersProcess client activity requests with DirectorEnsure staff lists are maintained and assign pins to new overnight staffAnnual & Special ProjectsAssist annually with holiday parties and picnicsOversee ShopRite list updates for staff additions and terminationsAdditional tasks as assigned by the Regional DirectorPerformance & Professional DevelopmentComplete assignments accurately and timely.Maintain consistent attendance and flexibility.Demonstrate teamwork and cooperative engagement.Communicate effectively both verbally and in writing.Participate in supervision and training.Meet annual competency requirements.Support and promote the agency mission, vision, and values.Safety & Risk AwarenessIdentify and report facility, equipment, or vehicle safety concerns.Maintain awareness of environmental and operational safety standards.Core Values & Professional ConductDemonstrate leadership through professionalism, ethical conduct, fiscal responsibility, teamwork, respect for clients and families, and adherence to compliance standards.EDUCATION & EXPERIENCE:High school diploma or equivalent requiredMinimum of one (1) year of office administration experience (healthcare or behavioral health preferred)Demonstrated clerical proficiency and computer competencyValid driver's license issued in state of residence.SALARY:$20.86 to $22.50 per hour based on education and experience.#INDPR1EEO STATEMENT:We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, veteran status, or any other characteristic protected by law.Powered by JazzHRmdkzWif0AX