Office Manager ACT Child & Family Services - 1.0 Phoenix, AZ Job Details Part-time $24 - $26 an hour 17 hours ago Benefits Paid time off Flexible schedule Qualifications Teamwork Bachelor's degree Attention to detail Organizational skills Business Administration Full Job Description Overview We are seeking a dynamic and highly organized Office Manager to lead the daily operations of our office environment. This vital role ensures smooth administrative workflows, and supports overall office efficiency. The ideal candidate will possess strong organizational skills, technical proficiency, and a proactive attitude to foster a productive and positive workplace. As an Office Manager, you will be the backbone of our administrative team, coordinating tasks that keep our office running seamlessly and supporting staff and visitors alike. The Office Manager for ACT Child & Family Services oversees essential administrative operations, including personnel support to Family Coordination Supervisors, staff and the Clinical Director. This role provides direct support across ACT CFS Administration, the Department of Child Safety (DCS) programs (Family Connections Program). The Office Manager ensures organizational efficiency, onboarding of new staff with payroll and IT, assists with regulatory compliance, and successful collaboration with internal teams and external stakeholders.

Duties Personnel & Administrative Operations Human Resources :

Onboard new employees in Paychex, coordinate with ACT Operations Specialist with health benefit coordination, and maintain HR documentation, including I-9 verifications and state system filings.

Budget & Financial Management Reporting :

Update the Clinical Director on budget status, providing an ongoing weekly report of IT, HR compliance and Emergency Fund needs.

Strategic Planning :

Assist in developing FCC Home Visitor and Supervisor supports, as an assistant to the Clinical Director.

Liaison :

Serve as the primary point of contact for the FCC employees and FCC Supervisors in collaboration with the Clinical Director.

Accounting:

Office Manager is the liaison to the ACT CFS Bookkeeping Services.

Billing & Contract Administration Billing Oversight :

Facilitate and coordinate billing with ACt CFS Billing, Data Analyst, FCC Supervisor and Clinical Director using DCS Guardian software, Therapy Notes Electronic Health Record (EHR) and internal ACT CFS Database.

Dispute Resolution :

Manage ACT CFS client authorization issues and facilitate any incoming client or DCS calls of concern within 24 hours of call with FCC Clinical Director and Supervisors.

External Contracts :

Manage vendor contracts and billing for services including Cox, Verizon, Microsoft, Google Workspace, Relias, Therapy Notes, Adobe, TripLog, Paychex, Costco, ACT CFS Chase banking Credit Card and Iwerk.

Onboarding/Offboarding :

Manage equipment setup (computers/phones) for new hires and conduct exit interviews and file audits. See Onboarding Policy and Procedure for duties.

IT Management :

Triage level 1 IT issues, manage the relationship with external IT support (Iwerk), and track equipment inventory.

Insurance Coordination :

Liaise with ACT Operations Specialist for health benefits and workers' compensation, ensuring all Certifications of Insurance are current annually.

Office Operations :

Communicate with property/lease management, oversee office supply purchasing, maintain office equipment, storage and provide Notary services for DCS.

Qualifications Education :

Bachelor's degree in Business Administration, Finance, or a related field preferred.

Technical Knowledge :

Familiarity with computers, office machines, cell phones, Google Workspace, Gmail, EHR software, Adobe, spreadsheets, word processing.

Experience :

Proven operations management experience, preferably in healthcare, education, or state government contracts.

Skills :

Strong organizational skills & people skills, proficiency in Microsoft Office Suite and Google Workspace.

Compliance :

Detail-oriented with a focus on accuracy and regulatory compliance,such as HIPAA, Quality Assurance, Fraud, Waste and Abuse and personnel confidentiality. Join us as an Office Manager to play a key role in creating an organized, welcoming environment where every team member can thrive! We are committed to fostering a supportive workplace that values your skills and dedication while providing opportunities for growth and development.

Pay:

$24.00 - $26.00 per hour

Benefits:

Flexible schedule Paid time off

Education:

Bachelor's (Preferred)

Work Location:

Hybrid remote in Phoenix, AZ 85004