Office Manager - Kairos : Job Details

DescriptionPrimary Purpose The Office Manager will oversee the general administrative functions and activities of the office. Performs duties at the professional level, directly related to the management or general business operations of the department. Must exercise independent judgment and discretion. Education and Experience Three years of business school or equivalent combination of education and experience. Computer/word processing skills (65 wpm preferred) demonstrated organizational and communications skills. Knowledge of Medicaid rules and fee-for-service billing preferred. Preferred office experience - customer service, telephone skills, typing, documentation skills, meeting planning, verbal communication, written communication, dependability, and attention to detail. Essential Duties, Responsibilities and Core Competencies

• Ensure effective telephone and mail communications, both internally and externally, to maintain a professional image.
• Prepare and modify documents including correspondence, reports, drafts, memos, etc.
• Responsible for coordinating meetings, training rosters, and scheduling meeting spaces.
• Oversee maintenance, ordering, receiving, stocking and distribution of office supplies.
• Responsible for completion of all access admission and discharge documentation.
• Routinely complete program reports in a timely manner.
• Assists with Records Custodianship; receiving requests for records and sending out records as requested.
• May assist the Billing Analyst and Utilization Manager in troubleshooting billing problems and discrepancies as necessary.
• Responsible for maintaining staff schedules.
• May be assigned to supervisory duties dependent on program needs.
• Abide by ethical codes, mission, values, and professional standards, including confidentiality and HIPPA.
• Actively utilize, reference, and follow agency policies, procedures, and guidelines.
• Present a positive attitude, professional demeanor and demonstrated respect with youth and young adults, families, staff, visitors, and community partners.
• Perform all work tasks in a proper and safe manner per established policies, procedures, and guidelines to prevent unnecessary injury, time loss and agency expense.
• Comply with all federal, state and agency health and safety reporting requirements.
• Ensure client contact information is up to date in electronic health record and scheduling platform.
• Perform data entry, word processing, and transcription duties as needed.
• Provide clerical and other necessary support to staff.
• Coordinate delivery and pick up of mail.
• Ensure authorizations are entered and received for all branches of the program.
• Provide oversight for the scheduling of annual assessments and related paperwork, as well as required service plan updates.
• Coordinate with community partners to ensure assessments and scheduling are complete for outside referrals (i.e. step down care, DHS, WRAP, IIBHT, etc.)
• Develop and maintain workflows for all branches of the program.
• Provide coverage for and oversee med room activities (i.e. oversight of Medical Receptionist, troubleshoot prescription issues, etc.).
• Provide oversight and assist with engagement.
• Oversee new hire onboarding process.

Supervisory Responsibilities: Lead, train and develop office staff for maximum effectiveness. Performs all supervisory responsibilities for assigned staff, which may include scheduling and assigning work, training, hiring, and addressing, and/or documenting performance or disciplinary issues. Other Responsibilities: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice. RequirementsIn order to be considered for a position with Kairos, applicants must meet and agree to the following requirements:

• Meet all Education and/or Experience Requirements listed for the specific position.
• Provide references upon request.
• Request official transcripts upon offer of employment.
• Provide proof of current, valid Oregon Driver's License (or if out-of-state will obtain Oregon license within 30 days), comprehensive automobile insurance (if applicable) and a safe driving record (minimum of 3 yrs.) to use company or personal vehicle for required duties.
• Successfully pass a Criminal Background Check and Medicaid Fraud Check.
• Obtain and maintain current CPI Verbal De-Escalation Certification during employment.
• Obtain and maintain current First Aid and Cardiopulmonary Resuscitation (CPR) certification during employment.
• Obtain a Food Handler's Card once employed.