Office Manager

Specific responsibilities include, but are not limited to:

·      Performing administrative services for Program, reports to Executive Director

·      Preparing time records for input to payroll system, documenting employee schedules, and arranging personnel training in compliance with 3800 regulations.

·      Maintaining master client list, intake packets, client charts, daily/weekly census, and discharged charts.

·      Documenting weekly appointments (medical, dental, M/H, and court dates), weekly school appointment updates, creating transportation schedules.

·      Managing electronic files for medical and dental appointments and collecting dental forms and other appointment verification.

·      Posting therapy schedules, program announcements, and other community engagement activities throughout the facility.

·      Documenting weekend pass list for children, disciplinary write ups, and completing HCSIS Reports.

·      Maintaining inventory of forms including daily site walk through, repair/cleaning, and supply logs.

·       Maintaining the safe keeping and handling of all records, protecting the confidentiality of all client information contained in the records in accordance with PA Act 63.

·      Performing weekly reviews of active files/charts ensuring information is current while documenting chart/file deficiencies on the “audit sheet.”

·      Reviewing open and closed charts for weekly flow of service meeting and report findings to the Program Director.

·      Accompanying Clients to Scheduled Appointments and conference under the Direction of Site Manager and Therapist.

·      Verifying of person on call posted, handling of any staff no shows or planned absences, and insuring staff members required are present during next shift.

Qualifications

A Office Manager shall have the following:

·       Must have a bachelor’s degree from an accredited college, or university, and one year of work experience with children or youth.

·       All staff will be required to participate in prescribed annual training.

·       An associate’s degree or 60 credit hours from an accredited college or university, and 3 years work experience with children or youth.

·       Must be able to work rotating shifts, and the ability to arrive in emergencies within 30 minutes.

·       Must have reliable transportation.

·       Bi-lingual is a plus.

Persons in this position are required to maintain licenses in good standing, if applicable.  All candidates must pass a Child Abuse Clearance and Pennsylvania Criminal Record search, plus an FBI criminal history clearance if resident outside Pennsylvania.  All staff will be required to participate in prescribed annual training.