Mental Health Systems, Inc.

  • Office Manager

    Job Locations US
    Req No.
    2018-3480
    Category
    Administrative/Clerical
    Type
    Regular Full-Time
  • Program/Department Description

    **THIS POSITION IS CONTINGENT ON CONTRACT AWARD**

     

    COMPANY: Mental Health Systems, Inc. (MHS) was established over 30 years ago to provide mental health and substance abuse services. Our mission is to improve the lives of individuals, families, and communities impacted by substance abuse and behavioral health disorders. We continue to ensure that the delivery of these services conforms to the MHS core values. 

     

    MHS is a Drug-Free workplace therefore all staff must comply with Drug-Free Workplace requirements regarding alcohol and drug use. MHS performs post-offer substance abuse testing on all employees. MHS provides a full range of benefits to regular employees. These benefits include paid vacation, sick time, and holidays, partially paid employee health insurance, flexible spending account, paid employee long-term disability insurance, an MHS funded profit sharing plan, and an individual employee-funded 403(b) plan. Benefit eligibility is contingent upon employment status; see MHS Employee Handbook for full details. Eligibility for employment with MHS requires satisfactory criminal background clearance including conviction records.

     

    Position Description

    ESSENTIAL DUTIES AND RESPONSIBILITIES:

    • Supervises and trains Administrative Assistant and Billing Clerk, and is responsible for maintaining consistency in the performance of support functions.
    • Operates a multiple line telephone and relays incoming, outgoing, and inter-office calls.
    • Performs word processing, spreadsheet operations and database operations using MS Office.
    • Responsible for file supervision and record maintenance, and maintains space for closed files, forms, and correspondence, and Participates in maintenance of security procedures of the facility. 
    • Maintains staff vacation schedule and records staff sick time and leaves of absence.
    • Maintains ample inventory of required office supplies and purchases office materials as needed.
    • Takes minutes during staff meetings. When requested, distributes agenda for this meeting to all staff during meeting.
    • Ensures that weekly staff meeting minutes are in appropriate journal and available to all staff.
    • Attends in-services, staff meetings, special events, and ongoing staff development programs.
    • Complies with all MHS and program rules, policies and procedures including HIPAA standards.
    • Maintains a minimum degree of training and knowledge in cultural competency, co-occurring and gender responsiveness and trauma-informed care.
    • Demonstrates adequate care and responsibility for equipment. Reports and/or repairs missing or damaged equipment and supplies, and ensures facilities upkeep and safety by maintaining neat and clean work areas, and by securing work area at close of business day. 
    • Participates in the Injury and Illness Prevention Program and follows guidelines that promote workplace safety.

    Education/Experience Requirements

    KNOWLEDGE, SKILLS, AND ABILITIES:

    • Knowledge of filing/record keeping and commonly accepted office practices in a professional setting.
    • Possesses the ability to interpret Policies and Procedures effectively to staff, family members and community providers.
    • Demonstrates an intermediate to advanced level using MS Office suite, including trouble shooting, and performing basic numerical data analysis and compilation.
    • Bilingual/bi-cultural/alternate language preferred, and able to respond to the unique cultural needs of our bilingual client base.
    • Resourcefulness, initiative and the ability to work with minimal direction and supervision.
    • Utilizes logical problem-solving techniques both independently and in collaboration with workers in dealing with client needs.

    EDUCATION AND WORK EXPERIENCE:

    • High school diploma with five years’ administrative experience required.
    • Two years’ experience supervising clerical staff required.

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