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Didi Hirsch Mental Health Services · 1 day ago

Office Manager

Los Angeles, CA

Full-time

Onsite

Entry, Mid Level

$26.37/hr - $30.33/hr

2+ years exp

Didi Hirsch Mental Health Services is a nonprofit organization committed to providing comprehensive mental health services since 1942. As an Office Manager, you will supervise administrative and clerical duties to ensure the office operates smoothly, manage support staff, and oversee various office functions and compliance with agency standards.

Health CareMedicalMental HealthNon ProfitWellness

Responsibilities

Supervises all support staff, including hiring, training, and supervising performance

Manages workflow, and assigns of duties for support staff at worksite

Ensures coverage for all front office support functions, including reception coverage during open hours

Conducts safety drills (earthquake, fire, etc.)

Conducts ergonomic evaluation and follow up

Attend DMH related training

Oversees medical records processing

Coordinates room scheduling, room set up for large meetings

Coordinates facilities maintenance including interfacing with administration regarding facility’s needs, ordering supplies, conducting monthly safety walk, overseeing repair and maintenance of office equipment and building issues

Provides administrative assistant support for the Program Director and other managers, including word processing, copying, scheduling, etc

Ensures that proper procedures are followed and that deadlines are met for data entry, intake/administrative documentation, financial screening, filing, chart maintenance, outcomes, measurement documentation, Medi-Cal verification, and Coordinated Service Tracking

Gathers data and reconciles various required monthly reports (e.g., Indigent, Error Correction Report, and potential Medi-Cal)

Interfaces with the Business Office to ensure that administrative documentation in client charts is complete, current and maintained in accordance with Agency standards, licensing and applicable state and federal laws

Regularly communicates with Business Office staff to keep them informed regarding the status of Business Office functions at the site

Ensures that proper procedures and internal controls are followed for client fee collection as well as share of cost fees and documentation

Interfaces with Accounting department to ensure that information and back-up documentation for billing and cash receipts is accurate and complete; submits reports to billing department in a timely fashion; researches and resolves discrepancies

Interfaces with IBHIS department relative to on-site support for networking and peripheral equipment at site

Assists in monitoring program expenses and maintains/controls petty cash

Sorts and distributes mail, prepares outgoing mail including internal office mail, external office mail, overnight services, delivery services and registered mail

Develops and maintains office manager skills through seminars, workshops, or other forms of training/education

Attends routinely scheduled meetings as requested or required for the program, division, or Agency

Performs routine supervisory duties, assigning and reviewing work for accuracy and completeness as well as completing performance evaluations for employees’

Covers for other office managers at site or at other Didi Hirsch Sites if needed

Qualification

Office managementSupervisory experienceOrganizational skillsComputer systems knowledgeBasic math skillsLeadership skillsTime managementCommunication skillsAdaptability

Required

High school diploma or equivalent

Minimum two or more years of progressively more complex administrative/clerical experience, preferably in a social service/mental health environment

Demonstrate a working knowledge of general office management practices and procedures

Demonstrate excellent organizational and time management skills

Demonstrate leadership and basic supervisory skills sufficient to lead three to seven direct reports

Possess leadership skills and the ability to develop team relationships and negotiate in conflict situations

Support the values and mission of Didi Hirsch as they relate to employment

Know and comply with division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to substance abuse programming

Demonstrate current knowledge of all job specific skills to include: strong working knowledge of computer systems and software (e.g., word processing, spreadsheets), public welfare eligibility, billing, contract compliance, documentation and client record maintenance

Possess basic math skills sufficient to monitor program client billing and petty cash related functions

Present ideas, information, and viewpoints clearly, both verbally and in writing

Utilize analysis, experience, and judgment to make good business decisions

Adapt to changing needs by acquiring new skills and knowledge