OFFICE MANAGER - Gateways Hospital & Mental Health Center : Job Details

Job DetailsJob Location Satellite STRP - Los Angeles, CA Salary Range $28.14 - $30.60 Hourly DescriptionTitle of Position: Office Manager Location: CONREP Satellite Exempt/Non-Exempt: Non-Exempt Union/ Non-Union: Non-Union Supervisor: Program Director Gateways Hospital and Mental Health Center is seeking a motivated individual to fulfill the role of OfficeManagerin the Statewide Transitional Residential Program (STRP). The STRP is a 17-bed (12 male, 5 female), unlocked, residential, forensic program, and is the highest level of care with the CONREP system (CAs Conditional Release Program for individuals transitioning from the Department of State Hospitals back into the community). Clients are referred from county CONREP programs throughout the state and the STRP program serves as a transitional, 90-day, step-down program between the state hospital and the community. SUMMARY OF POSITION The Office Manager supervises and processes resident payments, monitors staff certifications, records meeting minutes, performs all front office functions, and when applicable, supervises the Forensic Secretary and File Clerk. The Office Manager is a member of the Satellite management team. ESSENTIAL DUTIES

• Supervises daily office operations including telephone coverage, maintaining client room pass and bed rest logs, accountability calls, typing, filing, etc.
• Drafts and types business communications and other miscellaneous documents. Constructs forms, rosters, checklists, etc., which facilitate program operations.
• Operates and understands minor maintenance for office equipment.
• Coordinates the repair of all computers and office equipment with outside contractors.
• Attends, participates, and transcribes minutes from staff meetings and managers meetings
• Coordinates the admission and discharge of all clients
• Supervises the construction of client's charts, the processing of client paperwork, audits of charts, breakdown of charts following client discharge, and storage of client files. Serves as the HIPPA designated individual, responsible for recording disclosures of client information in client charts.
• Completes daily census and monthly census summary when billing representative is unavailable
• Coordinates staff scheduling
• Completes daily census and monthly census summary when billing representative is unavailable
• Maintains petty cash and processes check requests
• Coordinates all accounts payable with hospital finance department
• Conducts and monitors orientation for all newly hired staff
• Coordinates training and continuing education needs of department staff. Coordinates completion of educational program summary records for staff
• Observes and reports clients behavior and activities to the team, reporting any unusual or concerning behavior to the appropriate staff members
• When applicable, provides administrative supervision to the Forensic Secretary and File Clerk
• When applicable, follows up to ensure that supervisee(s) is/are meeting required objectives and deadlines, and assists if necessary
• Formally reviews and appraises the performance of supervisee(s) annually
• Assists in personnel actions, such as recruitment, evaluations and discipline
• Assists Program Director in program development and administrative functions, as needed
• Responsible for consistent administration and enforcement of Administrative and Personnel polices and procedures with staff. Assists staff in understanding administrative decisions
• Provides on call coverage for emergency consultation and intervention outside of regular work hours
• Act as the financial liaison between Satellite and LA/OOC CONREP programs to ensure client's accounts are in good standing
• Performs other additional related tasks as assigned

ESSENTIAL SKILLS

• Computer software skills including experience with: Windows PC and Microsoft Office (Word, Excel, Outlook)
• Bookkeeping/Accounting
• Well organized and ability to multi-task
• Ability to compose correspondence
• Ability to type 55 wpm
• Knowledge of business equipment
• Ability to maintain confidentiality
• Ability to communicate effectively in English both verbally and in writing
• Ability to work independently and be a self-starter
• Ability to work with interruptions

QualificationsEDUCATION & CERTIFICATES Minimum Education Required:

• High School Diploma

Desired Education:

• Vocational School training, Business College or college units toward a related field.

EXPERIENCE/QUALIFICATIONS Minimum Experience Required:

• One year experience in office work

Desired Experience:

• Experience in mental health or corrections environment, familiarity with related terms.
• Experience in billing, bookkeeping/accounting and/ or money handling.
• One year experience in mental health facility or with medical records.

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver's license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.
• Fire and Safety Training*.
• CPR/First Aid*
• Crisis Prevention Institute Training (CPI)**
• Note: If indicated certifications/licenses are lacking, they must be obtained within 180 days of hire.
• **Training needs to be completed within 30 days from the date of hire on a designated date provided by onboarding. Staff need to be certified at a commensurate level for their role to perform their job duties (staff will be taken off the schedule if certification is not achieved).

PHYSICAL REQUIREMENTS

• To perform this job you must be able to carry out all essential functions successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.
• Employee will be required to lift and/or move unassisted up to 25 pounds.