Office Manager

Helping Hand Behavioral Health, located in Clayton, NJ, is seeking an Office Manager to perform duties supporting our efforts to serve our clients. We are a leader in behavioral health treatment and rehabilitation services for adults with mental health and substance abuse disorders. Our goal is to promote wellness and recovery, and an enhanced quality of life for our clients.

The Office Manager conducts all visitors and guests through the agency as they enter the building. This person covers the day-to-day administrative tasks required to keep the agency running smoothly. General duties include ordering supplies, hiring/supervising driving staff and planning for agency events and occasions.

Responsibilities:

• Primary responsibility for complete office management, especially and including all phone calls.
• Greet all incoming visitors / monitor sign-in/out log; and scans daily sign in/out log before end of day.
• Ensure daily session attendance for Addiction program is updated throughout each day.
• Supervise drivers and housekeeping/maintenance staff
• Coordinate adequate coverage when driver and/or housekeeping staff are absent.
• Order & maintain all necessary supplies for Addictions program location.
• Oversee Addiction program vehicles and building repairs / maintenance.
• Coordinate schedule for medical team (appointments, lab work orders, medication refills, etc.).
• Coordinate lab services with identified lab for all Addictions clients.
• Prepare lab requisitions for identified clients scheduled for blood work; fax lab results to appropriate parties; ensure releases of information are up to date; notify clients of scheduled fasting blood work or other lab preparations.
• Coordinate charts for APN on or before scheduled day(s); ensure copies of pertinent documents are available for medical staff.
• Communicate directly with medical staff when consumers need refills, etc. as needed.
• Provide all staff with copies of medical team’s scheduled appointments on or before scheduled day.
• Maintain current Medication Information books.
• Maintain master list/binder/filing system for all pertinent documents - including filing for client charts, personnel records for scanning, closed charts, etc.
• Complete necessary filing, copying, faxing, mailing; ensure all outgoing correspondence is mailed out daily.
• Coordinate scheduling of transportation for all Addiction clientele (incl. guest visits, intakes, etc).
• Supervise and monitor vehicle safety drills with drivers.
• Complete QA quarterly checklists on regular basis.
• Ensure supervision of all scheduled breaks (for clients in Addiction program) is provided on a daily basis.
• Administering drug testing for clients
• Occasional driving duties transporting clients to medical appointments and to their homes.
• Complete any and all other duties as requested.

Requirements:

• High School diploma or equivalent;
• Must be organized self-starter;
• Must possess knowledge of office clerical duties;
• Must be experienced in scanning documentation and maintaining files;
• Experienced in operating office equipment including scanner, facsimile machine, photocopier;
• Solid knowledge of word processing and other computer programs including Outlook and Excel;
• Must possess sound organizational, interpersonal, and communication skills;
• Must exercise mature judgment and have ability to handle confidential matters discretely;
• At least three (3) years’ experience in an office management position; preferable in the behavioral health field, or another health-related field.

Helping Hand Behavioral Health offers a competitive salary, a positive work environment, and opportunity to work in a professional setting. Helping Hand Behavioral Health is an Equal Opportunity Employer committed to diversity.

Job Type: Full-time

Schedule:

• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

Job Type: Full-time

Schedule:

• No weekends

People with a criminal record are encouraged to apply

Work Location: In person