Office Manager (54275)

POSITION SUMMARY:

The I/DD Office Manager provides various administrative tasks, with a primary focus on quality assurance for I/DD programs. The Office Manager reports to EVP for I/DD Service, but will also assist I/DD Directors and other management team members as needed.

DUTIES AND RESPONSIBILITIES:

• Be accessible to I/DD Management and provide general Office Manager duties including, but not limited to: data entry, purchase requisitions, printing, copying, faxing, scanning, filing, mailing, shredding, organizing, note taking, scheduling and running errands.
• Ensure quality assurance and compliance of I/DD participant records: coordinate and conduct regular chart audits and other QA tasks
• Serve as liaison with internal and/or external partners, including but not limited to Finance Department, Human Resources, IT, and DDID as needed.
• Audit terminated participant records ensuring all notes and documentation is saved/uploaded.
• Provide administrative support for PDS Program, including: auditing, scanning, and downloading records.
• Oversee and ensure all required documentation is uploaded correctly and in a timely manner to the Electronic Health Record and/or in the Network by CST.
• Process all records requests for all I/DD programs in a timely manner.
• Oversee I/DD office systems: coordinate mail distribution as needed for I/DD programs; inventory, purchase and order office equipment/materials as needed; ensure neat/organized/professional appearance for all I/DD work spaces within the Suwannee Trail building; coordinate office repairs and improvements as needed.
• Provide on-going collaboration, support, and assistance to I/DD management team as needed.
• Provide supervision, support, and training to I/DD Admin Support staff.
• Serve as a back-up as needed for Corporate Switchboard/Receptionist and First Steps/POE CST – answering phones, processing referrals, inputting in TOTS etc.
• Provide administrative functions for billing and reimbursement, including data entry and corrections. 
• Responsible for notifying staff of deficiencies and follow up for corrections.

JOB REQUIREMENTS / EXPECTATIONS:

• Perform minor bookkeeping and accounting functions such as maintaining I/DD petty cash account and verifying accuracy of invoices.
• Compile, prepare, and maintain records/reports/files.
• Coordinate scheduling, maintenance, and completing all required PR’s for gas purchases for company vehicles as needed.
• Compose letters, spread sheets and/or memorandums.
• Become certified and provide CPR/First Aid Training for I/DD Staff.
• Perform other duties as assigned by Supervisor.

QUALIFICATIONS:

• High school diploma or GED equivalency and at least 3 years’ experience; previous supervisory experience preferred.
• Excellent written and verbal communication skills.
• Ability to work efficiently in a fast-paced environment and manage multiple tasks independently.
• Knowledge of Microsoft Office software, Carelogic (EHR), and billing procedures preferred.

CORE VALUES:

All employees must be willing to live out company’s core values.

• Integrity – Exhibiting the highest moral, ethical and legal standards. Doing the right thing – even when no one else is looking.
• Teamwork – Putting team success over personal success. Actively valuing the strengths and talents of others.
• Trust/Respect – Seeing and believing in the good intentions of others. Interacting with others in a way that makes them feel valued. Listening without judging. Offering understanding and acceptance.
• Care/Compassion – Demonstrating unconditional kindness, concern and empathy. Exhibiting genuine concern for others.
• Ownership/Accountability – Taking personal responsibility for one’s work, actions and feelings. Accepting responsibility for and learning from mistakes.