OFFICE SERVICES MANAGER jobs in Portland, OR

Description

If you are unable to complete this application due to a disability, contact this employer at recruiting@options.org to ask for an accommodation or an alternative application process.

Vision Statement

Options Counseling and Family Services supports the health, safety, equity, and well-being of our clients, families, employees, and communities.

Mission Statement

In partnership with members of the communities we serve, Options Counseling and Family Services promotes safety, healing, and empowerment for individuals and families.

Benefits

Options offers many benefits for our full-time employees (full-time is any employee working 30 hours per week or more). A list of all our benefits can be found on our website, here: https://options.org/careers/benefits/

Highlights:

• Options pays 100% of the cost to cover employees for medical, dental, vision, basic term life, accidental death and dismemberment, and long-term disability
• 403b retirement plan with an agency match
• Health Reimbursement Account (HRA) funded by Options to reimburse employees for a percentage of medical expenses related to employees' deductible
• Flexible Spending Account (FSA) and Dependent Care Expense accounts are available
• Generous Paid Time-Off (PTO) policy that allows employees to earn up to four weeks in the first year of employment
• Employee Assistance Program (EAP), 100% funded by Options

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they have every one of the qualifications as described. We are most interested in finding the best candidate and our hiring processes are centered on assessing candidates based on diverse experience. Please let us know if you have questions.

Qualifications

General Description:

Responsible for managing the daily operations of the office. Will assist with organizing tasks and projects for the Director, Clinical Manager, Program Supervisor(s), and service providers. Requires demonstrated experience in general office management, with knowledge of record keeping and financial information. Ability to effectively present information and respond to questions from management, therapist, community partners and other members of the team.

Minimum Qualifications:

Two-year college degree and two years of office management experience, or an equivalent combination of education and experience. Exceptional verbal and written communication skills. Able to work independently. Excellent computer skills in a Microsoft Windows environment, including proficiency with Microsoft Word, Excel, and database management and record keeping software (applicants will take a computer assessment to evaluate skill level). Must have respectful, open, unbiased, accepting attitude toward clients and their families. Must be able to pass a ODHS background check, which may include fingerprinting.

Preferred Qualifications:

Supervisory experience in an office environment. Experience in healthcare or another service industry. Bilingual, English/Spanish.

Essential Duties and Responsibilities:

• Primary support for Director and Clinical Supervisor
• Works with the Director, Clinical Manager, and/or Program Supervisor(s) as a member of the management team
• Assist with file management and communication with community partners, clinical staff, and central office
• Provides management/oversight for all administrative/business operations of the office
• Manages the oversight of the hiring process
• Orient/train new employees on office procedures, deadlines, and general questions
• Ensures proper documentation for personnel records, credentialing, and background checks for newly hired employees are collected and sent to central office in a timely manner
• Supervise, train, and evaluate administrative staff
• Responsible for file maintenance, including file reviews for completeness, combining financial files with closed files and file storage, ensuring compliance with HIPPA regulations
• Coordinate all building and space needs, maintenance and repair issues, and appropriation of needed supplies and equipment
• Provide accounting support for client funds; coordinating paperwork, issuing checks and routing check tissues to Billing Department
• Manage office volunteers/interns
• Process monthly reports for Program Supervisors/Directors as directed
• Answer phones and assist with office communications
• Monitor building safety needs including daily security/HIPPA sweep before leaving
• Attend and participates in bi-monthly Office Manager meeting
• Other duties as assigned

Working Conditions:

• Extended periods of time sitting at work station updating client records, and phone work
• Requires continual mental concentration and attention to details
• Extended periods of focus and attention and computer use are frequently required
• Mobility and dexterity sufficient to assist clients/staff and handle required job-related functions
• Ability to cope with clients who may use challenging or offensive language with potential for escalation to physical aggression