Behavioral Health Clinic Office Manager

Citrus Counseling Services (CCS) is a registered non-profit mental health agency that has been providing counseling and mental health services throughout the Inland Empire since 1978. We have over 50 employees that offer a wide range of services and programs. In addition to our general mental health program, we have specialized programs for young children, at-risk youth, family reunification support, military veterans and their family, faith-based support, and a Trauma Recovery Center. 

Summary:

CCS is looking for an Office Manager (OM) to join our team! The OM reports to the CEO and serves on the Leadership Team. The OM is responsible for the agency’s day-to-day administrative operations. The OM plans, leads, organizes, and controls administrative workflows, procedures, and policies. The OM trains, supervises, and provides coaching to the intake and support staff to ensure staff perform their duties in accordance with our mission, values, policies, procedures, and goals.

Essential Duties and Responsibilities:

• Supports agency operations by maintaining office procedures and supervising support staff.
• Manage office support staff including hiring, onboarding, orientation, mentoring, engagement, performance management, retention, and succession planning.
• Coordinate employee work schedules.
• Review, correct, and approve employee timesheets.
• Develop, implement, and monitor office policies and procedures to improve workflow processes.
• Prepare agency for any and all site inspections and audits.
• Review and respond to client complaints and concerns in consultation with Leadership.
• Primary point person for all issues and requests relating to Electronic Health Record (EHR).
• Maintain inventory of office supplies.
• Coordinate with vendors, as needed.
• Coordinate with Facilities Manager, as needed.
• Coordinate volunteers and interns, as assigned.
• Assist with employee event planning.
• Attend meetings, special events, and ongoing staff development programs.
  

Knowledge, Skills, and Abilities Required:

• Extensive knowledge of office management procedures.
• Extensive knowledge of medical office client scheduling procedures.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite and related software.
• Ability to work cooperatively with team members across multiple departments.
• Knowledge and experience with process improvement techniques.

Education and Experience:

• High school diploma or equivalent.
• Three to five years’ experience in a healthcare business setting.
• One to three years’ management experience.
  

Travel:

• The Office Manager must be able to travel to all CCS offices located in San Bernardino, Crestline, Adelanto, and Redlands to maintain proficiency in fulfilling the responsibilities of the position.
• Other travel may be needed to attend meetings, conferences, training and other events as required.
  

Benefits of Working at CCS:

• Comprehensive Medical, Dental, and Vision Options – with 90% employer contribution and 50% for qualified dependents
• Basic Life/AD&D Insurance Policy – additional voluntary coverage options available
• Voluntary Supplemental Insurance Options – Short Term Disability, Long Term Disability, Critical Illness and Accident policies
• Paid Vacation – earned on an accrual basis, approximately 10 days per year
• Paid Sick Leave – 8 days per year
• Paid Holidays – 13 days, including the last full week of December
• 403(b) Retirement Plan