Office Manager

COMPANY SUMMARY: 

Hiawatha Valley Mental Health Center is the community leader in delivering exceptional, responsive and consumer focused behavioral health services. In 1964, we were established by a dedicated group of concerned citizens and government officials of Houston, Wabasha, and Winona counties. In 1965, we opened our first clinic in Winona.  Today we provide services in Winona, Houston, Wabasha, Goodhue and Fillmore counties.   

At Hiawatha Valley Mental Health Center, we know the importance of work/ life balance.  We allow flexibility in staff members' scheduling to meet this need.  We pride ourselves on helping our employees grow and develop within the agency by hiring internally within our organization, when possible.  For staff members that need Clinical Supervision to pursue licensing, we offer this education training at Hiawatha Valley Mental Health Center for free. HVMHC is committed to enhancing diversity within our team. We strive to foster inclusive work and service environments to support team members and clients with various lived experiences and comprehensive and consumer focused behavioral health services.  

TITLE:  Office Manager  

PROGRAM:  All 

JOB SUMMARY:  Manages and coordinates the daily operations of assigned office locations and programs. Has direct responsibility for managing support staff employee performance to ensure optimal functioning and highest level of client care outcomes in day to day operations. Works collaboratively across departments and teams to achieve organizational strategic goals. 

JOB RESPONSIBILITIES AND ESSENTIAL FUNCTIONS: 

• Work well and coordinate staffing level needs with other management team members to ensure appropriate support staff levels are in place and specific certifications are maintained for each location. 

• Provide staff guidance, direction, leadership, and support necessary to ensure they are able to accomplish their goals. 

• Knowledge of all office functions for training and coverage. 

• Interview candidates for professional and support staff positions. 

• Supervise support staff in assigned locations. 

• Perform on a regular basis ALL the support staff roles. (Front desk-reception, Intake, medical records, scanning, patient payments, verify insurance, schedule appointments, etc.) 

• Collaboratively address any staff or patient complaints/concerns. 

• Represent HVMHC (Our Mission, Vision, and Values) when participating in various County & Community committees, meetings, and/or events. 

• Attend team meetings as required. Maintain adherence to and be compliant with HIPAA standards and policies and procedures of the agency. 

• Maintain office setting(s) by performing routine activities including but not limited to cleaning, ordering supplies, bank deposits.  

• Coordinate assigned activities that occur at clinic spaces as needed.  

• Evaluate and work collaboratively to improve the services supporting clients in their treatment.  

PHYSICAL REQUIREMENTS FOR POSITION:  Must be able to walk, sit, stand, crouch, twist, bend, reach overhead, maneuver stairs and stretch in a manner conducive to the execution of daily activities. Must be able to move around the office on a daily basis. While performing the duties of this job, the employee must communicate with others and exchange information. This is primarily a sedentary position (standing and/or sitting). Employee regularly operates a computer and other office equipment on a daily basis. Occasional bending and lifting of office materials up to 30 lbs.  

NON-ESSENTIAL FUNCTIONS: Perform other duties as assigned by the Deputy Director. 

EQUIPMENT USED:  Computer, telephone/cell phone, office equipment, vehicle  

JOB QUALIFICATIONS AND REQUIREMENTS:     

• Education:  Minimum of an Associate’s Degree in a Health and Human Services or Accounting related area. 

• Ability to work independently with minimal supervision. 

• Good verbal and written communication skills. 

• Knowledge and ability to operate computers and word processing software. 

• Good interpersonal skills. 

• Ability to work with diverse populations. 

• Good organizational skills with attention to detail. 

• Ability to prioritize multiple tasks. 

• Previous background in health care field and TMA (trained medication administrator) certification helpful. 

• Completion of a one-year medical secretary course or equivalent experience. 

• Must be able to maintain confidentiality.  

• Must possess a vehicle valid driver’s license and a willingness to travel as needed to client or organization locations throughout SE MN.  

WORK ENVIRONMENT:Hiawatha Valley Mental Health Center is committed to providing a safe and inclusive work environment free from harassment, violence and discrimination. Our inclusive work environment represents many different backgrounds, cultures and viewpoints. The core values we live by include: integrity, respect, people focused, community focused, continuous improvement, compassion, partnership and collaboration, empowerment and financial stewardship. All Hiawatha Valley Mental Health Center owned facilities are smoke/drug free environments, with some exposure to excessive noise, dust and temperature. The employee is occasionally exposed to a variety of conditions at client sites.  

SUPERVISED BY:  Deputy Director 

SUPERVISES:  Office Coordinators, Med Record Positions, Receptionists and Intake coordinators. 

POSITION DESIGNATION:  Non-Exempt, Full Time  

BENEFIT SUMMARY: 

• Paid Leave Time starts accruing at 5.08 hours per pay check (pro-rated for 20–39 hour employees). 
• Up to 10 days of paid jury duty leave. 
• Up to $2,000 Tuition investment and up to $900 continuing education funds available. 
• Up to 5 days of paid bereavement leave. 
• 20% YMCA membership discount OR $50 fitness reimbursement (per year). 
• 8 paid holidays and 2 floating holidays per year (pro-rated for 20–39 hour employees). 
•  1 paid personal day per year. 
• Medical, dental and vision insurance is available for 30–40-hour employees. 
• Short term disability, long term disability and life insurance is free for 30–40 hour employees. 
• 403b retirement account with employer contribution of 100 percent match, up to 3.5 percent, at one year (1040 hours). Employees are fully vested at one year. 

EEO- We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. 

Completion of and passing the background check is required and a part of the application process, if a job offer is extended to an applicant. Completion of the mental health practitioner verification form and/or professional conduct inquiry form will also be a part of the application process if applicable to the position.