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Manager of Clerical Operations $2,500 New Hire Signing Incentive

Company: Oakland Family Services
Location: Pontiac
Posted on: June 15, 2022

Job Description:

About Oakland Family ServicesOakland Family Services is a private, not-for-profit, human services organization that provides programs from our located throughout Oakland County. As a leader in child and family-focused services, Oakland Family Services reaches more than 40,000 individuals and 18,000 families each year. We offer a warm and engaging work environment and the opportunity to work with dedicated professional colleagues. In addition to excellent benefits, we offer flexible work schedules, advancement opportunities, work-life balance initiatives and more. Join our team and make a difference. Join us in our mission to build brighter futures for those we serve, while building your OWN brighter professional future.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS
This is a management position, responsible for performing a wide variety of office work and clerical details relative to the operation of the front office of each agency site. The Manager of Clerical Operations has responsibility for the clerical operations in the office, including guiding and/or training of clerical staff in Day One and Specialized Services for Youth programs. Incumbents may be requested to perform related tasks other than those specifically presented. In addition to the duties prescribed to all office managers, the Manager of Clerical Operations is responsible for providing leadership and assistance to the customer experience team in areas of problem solving, data management and billing issues. The position reports to the Assistant Director of Treatment Services.
SPECIFIC DUTIES/JOB EXPECTATIONS

  • Plans and organizes work on a daily, weekly and monthly basis so that customer accounting functions, processing of clients' appointments, receptionist duties, office equipment management, client records management (open and closed cases) and processing reports are recognized as priorities. The Manager of Clerical Operations assumes responsibility for customer experience personnel meeting deadlines for all processes.
  • Responsible for establishing a Performance and Quality Improvement (PQI) Plan and environment in the front office of each site in accordance with the Agency's PQI plan.
  • Participates as a member of the Access team and provides support to site operations.
  • Ensures that policies and established procedures are followed in order to provide continuity and consistency in all offices
  • Provides on-going supervision that also includes supervision of evening hour coverage as required.
  • Provides hands on accomplishment of office tasks
  • Supervises all customer experience staff assigned to the front office to include training, monitoring and evaluating performance(s) and participates with the Assistant Director of Treatment Services in the recruitment and hiring of support staff
  • Communicates with the Assistant Director of Treatment Services about any personnel situations that require intervention and resolution
  • Reviews, authorizes and coordinates requests for leave so that customer experience team coverage meets the minimum requirements of the Agency. Seeks approval for all extraordinary leave requests
  • Responsible for cross-training as an Intake and Insurance Verification Specialist to assist in the provision of coverage during vacations and other leaves of absence.
  • Communicates problem areas or client problems with the Assistant Director of Treatment Services. Assists in managing and maintaining all business equipment which includes but is not limited to copiers, postage machines, computers and printers in each office. Communicates with the Director of Facilities and Director of IT, as needed relative to building and equipment concerns.
  • Responsible for monitoring materials and preparing purchase orders for required supplies at each office to include forms, files, and other necessary office supplies.
  • Completes monthly site audits of customer experience team processes and functions as determined in partnership with the Assistant Director of Treatment Services.
  • Provides leadership to the Office Coordinators in the areas of problem solving, system and billing issues.
  • Acts as liaison between customer experience team and Billing Department as deemed appropriate.
  • Acts as liaison between Office Coordinator team and Assistant Director of Treatment Services on areas of system issues, billing issues and process issues as deemed appropriate.
  • Responsible for reviewing month-end reports (including but not limited to: failed activities, failed claims, balances and activities with no status), following up with customer experience team regarding status and completion, and providing updates to the Assistant Director of Treatment Services.
  • Provides monthly data reports to the Assistant Director of Treatment Services (including but not limited to: authorizations, intake calls, engagement and collections).
  • Handles other duties as assigned.
    QUALIFICATIONS
    • Associates degree in Secretarial Science or Business Management or advance course work in the Fundamentals of Office Management.
    • A minimum of five years of experience in office work with three years of supervisory experience.
    • Selected candidates for this position must possess a sensitivity to the diversity of the Agency's service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation and socioeconomic characteristics.
    • Computer knowledge and skill to include a minimum typing speed of 60 words per minute.
    • Familiar with business formats as appropriate to the Agency needs.
    • Experience in bookkeeping and/or patient accounting procedures.
    • Knowledge about effective supervisory practices to include positive techniques for motivating, teaching, coaching, delegating and evaluating assigned personnel.
    • Special abilities and skills necessary to perform the required tasks that best meet the needs of the agency also will be considered. Any standard above may be waived when compensating specifications or circumstances exist.
      As of Jan. 7, 2022, all new hires must:
      • (A) Already be fully vaccinated in advance of starting employment, OR
      • (B) Complete a single-dose vaccine - or - the first shot of a two-dose vaccine by their first day of employment at Oakland Family Services; those pursuing a two-dose vaccine have 30 days to complete the process and will be required to follow required testing protocols during the interim.
        Oakland Family Services complies with all applicable laws and regulations, and, as such, considers all requests for medical or religious exemptions from the vaccination requirements and offers legally entitled reasonable accommodations.

Keywords: Oakland Family Services, Pontiac , Manager of Clerical Operations $2,500 New Hire Signing Incentive, Executive , Pontiac, Michigan

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