Office Manager Counseling Center

SUMMARY:

The Office Manager for the Mental Health Counseling Department plays a critical role in supporting the day-to-day onsite administrative and billing operations of the counseling center. This position serves as the primary point of contact for clients and stakeholders, coordinates and oversees client intake processes, and ensures efficient management of front-office functions. The Office Manager is responsible for billing and insurance, including claims submission, verification of benefits, and resolution of billing issues. Working closely with clinicians and external partners, this role helps maintain accurate records, supports credentialing processes, and contributes to high-quality, client-centered care through strong organizational skills, attention to detail, and a commitment to confidentiality.

KEY RESPONSIBILITIES

Coordinate and oversee the process of new client intakes, including collection of required documentation and information. Maintain strict confidentiality of all client information, including electronic health records (EHR). Generate monthly reports using EHR system. Conduct billing operations, including the preparation and submission of insurance claims in a timely and accurate manner. Verify client insurance eligibility and benefits and obtain required pre-authorizations for services. Monitor and follow up on outstanding claims; resolve billing issues and manage appeals for denied claims as needed. Manage client accounts, including issuing statements, processing payments, and responding to billing inquiries or disputes. Collaborate with internal departments to ensure efficient and accurate claims processing. Maintain and track clinician credentialing information, supporting initial credentialing and re-credentialing processes. Prepare and distribute regular reports, including monthly billing summaries and insurance aging reports. Provide onsite administrative support to counseling staff, including drafting correspondence, managing office supplies inventory, and scheduling. Participate in agency and departmental meetings, contributing to improvements in processes and enhanced client care. Perform additional duties as assigned to support the overall operations of the department.

QUALIFCATIONS AND EXPERIENCE

Certified Medical Biller and associate's degree in a related field preferred, or an equivalent combination of education and relevant experience in a medical setting. Demonstrated experience in a medical office environment, with a focus on billing and administrative functions, preferably within a mental health or healthcare setting. Proficiency with electronic health record (EHR) systems and Microsoft Office Suite, including Outlook, Word, and Excel. Experience with credentialing processes, including maintaining and updating provider credentials. Strong knowledge of medical billing procedures, insurance verification, and claims processing. Excellent organizational, multitasking, and time management skills, with a high level of accuracy and attention to detail.

SALARY & BENEFITS

This full-time, role offers a competitive hourly rate of $22.50 - $26.52 per hour. JFS provides a comprehensive and supportive benefits package, including:

Health & Dental Insurance:

Access to coverage options, with JFS contributing a fixed annual amount toward your premiums.

Generous Paid Time Off:

Enjoy 3 weeks of vacation in your first year and 4 weeks each year thereafter, plus 7.5 hours of sick time accrued monthly.

Paid Holidays:

We observe 9 legal holidays and several Jewish holidays throughout the year.

Life & Retirement Benefits:

JFS provides life insurance valued at 1.5 times your annual salary and offers a 403(b)-retirement savings plan available upon hire—with a competitive employer match after just one year.

Supplemental Coverage:

Additional voluntary benefits are available through Aflac, including cancer, hospitalization, accident, and short-term disability insurance. Join JFS and be part of a mission-driven, collaborative environment where your leadership makes a meaningful impact every day.

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, use hands to type and/or perform lifting up to 25lbs. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

COMPLIANCE

Adheres to all applicable l and state laws and regulations including, but not limited to, those governing confidentiality, privacy, and documentation standards. All duties must be performed in accordance with JFS corporate compliance & HIPAA program.

FOR GOOD. FOR ALL. JFS

programs and services aptly represent our core value: "For Good. For All." This encapsulates our commitment to providing services that are beneficial to all members of the community regardless of their background or beliefs. "For Good. For All." Reflects JFS Rochester's commitment to ensuring that everyone has access to the resources and support they need to thrive. JFS Rochester is deeply committed to honoring the individuality and dignity of every person we serve. We proudly welcome staff, volunteers, and those we support from all backgrounds. While rooted in our Jewish values and identity, we remain dedicated to creating an inclusive, open, and welcoming environment for everyone—regardless of personal beliefs, practices, or lived experiences. Guided by our core values—Responsive, Inclusive, Trusted, Compassionate, and Accessible—JFS works to meet the diverse needs of our community in ways that uplift, empower, and respect each individual and family. Jewish Family Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.