OFFICE MANAGER POSITION DESCRIPTION

The Office Manager is responsible for the non-clinical aspects of the day to day operations in of DreamShip's office. They are responsible for keeping the office running smoothly and duties can range widely from administrative support to client support.

Essential Duties Include The Following:

Communication

• Answer and transfer phone calls and take phone messages, as needed.
• Unlock building and open building for business each day
• Be the face of the organization and liaison between parents and staff
• Schedule Meet & Greet Appointments, parent meetings, or visitor visits as needed
• Notify staff of relevant child-specific information (pickup arrival, client updates, etc)
• Send emails to clients and forward client messages to the correct recipient
• Handle concerns and complaints from clients
• Business correspondence
• Greet visitors in the office
• Complete customer service tasks
• Communicate to parents or staff schedule changes or cancellations for day, week, or month. Update calendar, as needed.
• Communicate cancellation policy reminders with families via email or phone Scheduling
• Schedule appointments for clients and supervisors
• Check to ensure all sessions are filled for the day
• Assist with completion of next week's employee & client schedule. Send out weekly
• Ensure schedule is updated in Central Reach Onboarding Employees
• Welcome new employees into the office and get them acquainted to the workplace
• Provide and assist new employees with appropriate paperwork needed for the first day
• Introduce new employees to coworkers and management
• Demonstrate how office software is used and where to find the appropriate records and files
• Set up new employee accounts on CentralReach & guide them to training program Onboarding Clients
• Review client paperwork/add profile in data management system
• Intake calls with new families as needed
• Schedule initial appointment with intake families
• Schedule first assessment dates
• Conduct initial Meet & Greet Appointments with parents
• Conduct tours as needed with collaborative partners
• Manage client paperwork and folders
• Submit prior authorization requests to Forward Health & Commercial Insurance
• Track Prior Authorization statuses and maintain spreadsheet as needed
• File client paperwork as needed and print records as they arrive.
• Solicit prescriptions and IEP paperwork from doctors, schools, etc.
• Submit insurance verification to biller. Bookkeeping
• Create invoices
• Collect payroll biweekly and submit to accountant Organization
• Maintain calendars for supervisors as needed
• Sort through mail and deliver to appropriate destination
• Inventory and order office supplies as needed
• File documents digitally and physically Computer/Technology
• Use programs in Microsoft Office Suite
• Maintain office equipment
• Utilize software to update the company website and/or blog
• Order office supplies when needed
• Utilize billing and time software to input information for clients and/or employees Other
• Maintain social media accounts
• Update employee handbook
• Gather and organize paperwork
• Assist with departure of employees
• Ensure cleanliness of workplace Supervisory Responsibilities
• This job has no supervisory responsibilities. Job Requirements
• Background Check
• Valid Driver's License
• Passed background check Education and/or

Experience:

• A High School diploma or GED equivalent.

Writing Skills Ability to write in English and produce written material with appropriate grammar. Language Skills Ability to effectively communicate information and respond to questions from your direct supervisor and caregivers when appropriate. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Reasoning Ability Ability to interpret a variety of instructions furnished in written, oral, pictorial or schedule form. Ability to demonstrate good judgment and efficiency during decision-making. Other Skills Ability to work collaboratively with others. Ability to prioritize tasks and demonstrate efficient use of time. Ability to portray a professional, polished appearance and manner. Knowledgeable on the practice of positive behavioral programming.

Job Type:

Full-time Pay:

$19.00 - $20.00 per hour

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person