Office Manager - Mental Health

The Office Manager is responsible for the overall administrative management and coordination of office operations within a residential mental health agency. This role ensures efficient workflow, regulatory compliance, fiscal accountability, and effective communication across departments.

The Office Manager provides leadership to clerical staff, supports management and clinical teams, oversees financial and personnel processes, and serves as the primary liaison for information systems and administrative technology. The position plays a critical role in maintaining operational integrity, client confidentiality, and alignment with agency mission and values. Performs other duties as deemed necessary and appropriate by their supervisor or designee.

RESPONSIBILITIES:

Administrative & Office Operations

• Assist with day-to-day operations of the office
• Coordinate and implement office systems and procedures
• Maintain office extension lists, staff lists, computer trackers, and evacuation plans
• Monitor and complete any necessary work orders/tickets
• Order office supplies, linens, and household supplies for sites
• Maintain purchase trackers for food, office, and household supplies
• Troubleshoot equipment, cleaning, and facility issues as needed
• Assist with equipment coordination for delivery to and from IT via tickets

Human Resources & Staffing Support

• Ensure local adherence to all policies and procedures
• Assist with employee relations matters as directed
• Practice positive conflict resolution and provide feedback to management staff
• Complete Payroll action notices for transfers, resignations, and terminations
• Assist with staff transfer requests
• Track potential new hires, offers made, start dates, and terminations
• Send new hire welcome letters prior to onboarding
• Obtain new hire signatures in Evolv
• Oversee new hire scheduling
• Track and submit orientation checklists to Training Department
• Train staff as needed

Payroll, Finance & Compliance

• Monitor payroll approvals and submission for completion
• Oversee check requests and credit card receipts
• Monitor and ensure revenue and expense accuracy
• Monitor and oversee various financial and budget trackers
• Pull paperwork for audits
• Upload paperwork as necessary into Electronic Health Record System
• Assist in preparing for all inspections/audits

Training & Licensing

• Oversee compliance with Relias training requirements
• Coordinate on site trainings with the training department
• Monitor and update nursing license information
• Maintain trackers for IRPs and nursing assessments

Fleet & Transportation

• Collect monthly vehicle trip logs
• Submit weekly vehicle inspection reports to Fleet Manager
• Monitor fuel purchases and compare gas receipts to fuel transaction reports
• Report discrepancies to Fleet Manager
• Request gas pins with Director approval
• Coordinate vehicle state inspections, repairs, and maintenance

IT & Systems Support

• Serve as a liaison with IT regarding office needs, troubleshooting equipment, repair and returns, setup of email, phones and all other needs.
• Accurately enter resident data into electronic system

Reporting & Communication

• Attend meetings as required
• Submit reports to SERV departments as required
• Update state licenses and county staff lists
• Send updated supervisor reports
• Maintain staff lists and openings

Consumer & Program Support

• Assist consumers in situations involving dissatisfaction with services
• Monitor resident admissions, discharges, and transfers
• Process client activity requests with Director
• Ensure staff lists are maintained and assign pins to new overnight staff

Annual & Special Projects

• Assist annually with h oliday parties and picnics
• Oversee ShopRite list updates for staff additions and terminations
• Additional tasks as assigned by the Regional Director

Performance & Professional Development

• Complete assignments accurately and timely.
• Maintain consistent attendance and flexibility.
• Demonstrate teamwork and cooperative engagement.
• Communicate effectively both verbally and in writing.
• Participate in supervision and training.
• Meet annual competency requirements.
• Support and promote the agency mission, vision, and values.

Safety & Risk Awareness

• Identify and report facility, equipment, or vehicle safety concerns.
• Maintain awareness of environmental and operational safety standards.

Core Values & Professional Conduct

• Demonstrate leadership through professionalism, ethical conduct, fiscal responsibility, teamwork, respect for clients and families, and adherence to compliance standards.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required
• Minimum of one (1) year of office administration experience (healthcare or behavioral health preferred)
• Demonstrated clerical proficiency and computer competency
• Valid driver's license issued in state of residence.

SALARY:

• $20.86 to $22.50 per hour based on education and experience.

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EEO STATEMENT:

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, veteran status, or any other characteristic protected by law.