JOB DESCRIPTION

TITLE: Office Manager

GENERAL SUMMARY

Under the direction of the Practice Administrator and Senior Director, this position supports practice site operations by maintaining office systems and supervising staff.

PRINCIPAL DUTIES & RESPONSIBILITIES:

1. Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

2. Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

3. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

4. Understands and implements office policies by following established standards and procedures; measuring results against standards; making necessary adjustments.

5. Completes operational requirements by scheduling and assigning employees; following up on work results.

6. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.

7. Maintains office staff by recruiting, selecting, orienting, and training employees.

8. Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.

9. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

10. Contributes to team effort by accomplishing related results as needed.

11. Works with other administrative staff to ensure efforts are coordinated and high quality patient care is provided.

12. Participates in professional development activities.

13. Maintains strictest patient confidentiality and requires same for all office staff.

14. Maintains timely flow of patients.

15. Attends required meetings and participates in committees as requested.

16. Monitor, evaluate and manage staff performance including performance evaluations and competency assessments.

17. Coach and discipline staff; manage internal staff relations.

18. Provide oversight and approval of departmental payroll and pay rule practices.

EDUCATION, KNOWLEDGE, SKILLS & ABILITIES REQUIRED

· High School graduate or equivalent, Bachelor’s degree preferred.

· Courses in health care office management preferred.

· Three years of administrative experience including one year of medical office experience.

· Knowledge of organizational policies, procedures and systems.

· Knowledge of computer systems and applications.

· Knowledge of medical practices, terminology.

· Knowledge of grammar, spelling, punctuation and sentence structure to answer correspondence and prepare reports.

· Skill in planning, organizing, delegating and supervising.

· Skill in evaluating the effectiveness of existing methods and procedures.

· Ability to read, interpret and apply policies and procedures.

· Skill in operating a variety of office equipment.

· Ability to deal with patients, medical and administrative staff, and the public effectively.

· Ability to communicate clearly.

WORKING CONDITIONS:

Physician office environment.

Requires prolonged sitting, some bending, stooping and stretching.

Requires working under stressful conditions or working irregular hours.

Requires exposure to communicable diseases or bodily fluids.

REPORTING RELATIONSHIPS:

Reports to Practice Administrator and Senior Director

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
We are wearing masks, sanitizing between patients and maintaining COVID prevention protocols.

Experience:

• Microsoft Office: 1 year (Preferred)

Work Location: One location

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