Office Manager

About us

We are professional, agile and professional.

Our work environment includes:

• Modern office setting
• Work-from-home days

**Job Overview**

The responsibilities of an Office Manager for a Psychiatric Rehabilitation Program (PRP) agency are crucial to ensuring the smooth operation and compliance of the organization. Their duties typically include a combination of administrative, operational, and personnel management tasks. Here’s an outline of key responsibilities:

1. Administrative Management:

• Supervision of Office Operations: Oversee day-to-day administrative tasks, ensuring that the office runs efficiently. This includes managing schedules, office supplies, equipment, and office space.
• Coordination of Communication: Serve as the point of contact between clients, staff, and external parties (e.g., vendors, referring agencies), ensuring timely and accurate communication.
• Data Management: Maintain accurate records and filing systems for client files, staff records, and agency documentation. Ensure confidentiality and security of sensitive information in compliance with HIPAA regulations.
• Scheduling: Coordinate and manage client appointments, staff meetings, and any required assessments, ensuring the PRP team remains organized and responsive to client needs.

2. Personnel Management:

• Staff Supervision and Support: Assist in overseeing PRP staff, such as rehabilitation counselors, direct care staff, and administrative assistants. Ensure staff adhere to policies, procedures, and performance standards.
• Training Coordination: Arrange for staff training sessions and certifications to meet regulatory standards, particularly in areas like HIPAA compliance, de-escalation techniques, and documentation.
• Payroll and Timekeeping: Oversee staff timekeeping, payroll submission, and attendance tracking to ensure timely and accurate payment.

3. Client Services and Compliance:

• Client Intake Coordination: Assist with the intake process by managing paperwork, collecting required documentation, and ensuring proper setup in the agency’s client management system.
• Monitor Program Compliance: Ensure the agency complies with state and federal regulations, particularly those governing PRP services, such as program documentation, client eligibility, and service provision.
• Incident Reporting: Ensure that any incidents (e.g., behavioral issues, accidents, or emergencies) are properly documented and reported according to agency protocol.

4. Financial Management:

• Budget Oversight: Work with the agency’s leadership to develop and manage the office budget, including monitoring spending and ensuring resources are allocated efficiently.
• Billing Management: Ensure timely submission of billing to Medicaid, private insurance, or other funding sources. Work with billing staff to resolve any claim issues or discrepancies.

5. Quality Assurance and Improvement:

• Compliance Audits: Assist with or manage internal and external audits to ensure the agency adheres to PRP standards and that documentation is complete and up to date.
• Performance Improvement: Identify areas for operational or service improvement and implement strategies to enhance service delivery, staff efficiency, and client outcomes.

6. Technology and Office Systems:

• Office Technology Oversight: Manage office technology, including computer systems, client databases, and communication tools. Ensure proper maintenance and updates to these systems to avoid disruptions.
• Electronic Health Records (EHR): Oversee the use of EHR systems for client documentation, ensuring accuracy and adherence to legal requirements for record-keeping.

7. Reporting and Communication:

• Generate Reports: Prepare regular reports on office performance, client enrollment, staff productivity, and budgetary spending for management or board review.
• Stakeholder Communication: Maintain effective communication with stakeholders, including PRP clients, families, funding agencies, referral sources, and community partners.

By handling these responsibilities, the Office Manager plays a vital role in maintaining the operational integrity of the PRP agency, ensuring that both staff and clients are supported effectively.

**Qualifications**

- High school diploma or equivalent required.

- 2 years of administrative experience, preferably in a Mental health agency.

- Excellent organizational and time management skills.

- Proficiency with Office Suite and Office software.

Job Types: Full-time, Part-time

Pay: $24.00 - $26.00 per hour

Benefits:

• Health insurance

Education:

• Associate (Preferred)

Experience:

• Office management: 2 years (Required)

Ability to Commute:

• Towson, MD 21204 (Required)

Ability to Relocate:

• Towson, MD 21204: Relocate before starting work (Required)

Work Location: Hybrid remote in Towson, MD 21204