Office Manager

Office Manager

Agency Name:
Community Living Services

Agency Contact:
Lisa Bergquist

Position Type:
Full Time

Job Type: Permanent

County:
Kent

Salary Range: $18-$25 per Hour

Send applications to:

Please include your resume when applying.

Provides Administrative and technical support to all Directors and Management level staff at CLS/Western Michigan Division. Interacts with our fiscal intermediaries, landlord and various vendors for office machinery, building maintenance, supplies, and public relation materials. Leads operational system improvements initiatives and customer service tasks. Processes Independent Support Coordinator invoices/claims and generated reports to Fiscal Intermediaries and Accounting Department/IT for payment. Assists CLS staff, Independent Support Coordinators and Persons Served with benefit coordination information and assistance.

Assists with new systems development, special projects, and the implementation of the fast-paced office functions of CLS. This position involves "wearing a lot of different hats". Ideal candidate is well organized, takes initiative, can work well independently and in a team atmosphere, and possesses excellent oral and written communication skills.

Reports to the Director of Community Supports – West Michigan

Performs a variety of word processing duties and develops and maintains various spreadsheets, databases, and tracking systems essential to office functions;
Serves as office contact for Landlord communication;
Oversees the general operations of the Western Michigan office and serves as the onsite "face of CLS";
Handles the day-to-day maintenance of the office, including, but not limited to, any subcontracted services, office equipment including copiers, phones, and fax machines;
Is responsible to maintain and schedule repairs for office equipment;
Engages office equipment vendors to receive information and review for the best, and most cost effective, equipment to suit our office needs;
Performs initial set up of Electronic Health Care Record files for enrollees;
Oversees internal staff training records and serves as the CLS/Western Michigan Division on-site HR liaison relating to trainings, performance evaluations, job descriptions and postings, benefits meetings and forms, 401K vendor scheduling, etc.;
Oversees scheduling, communication notices, meeting preparation, and attendance for multiple CLS committees;
Tracks contractual deadlines and facilitates the timely submission of required documentation to our funder/s such as Network 180 and/or Beacon;
Processes Independent Support Coordinator invoices and generates reports to fiscal intermediaries for payment of services provided by our independent contractors;
Tracks data entered into our electronic health record to ensure proper timeframe, service code and date have been entered;
Uses ftp server to transmit reports to the fiscal intermediaries on a monthly basis;
Maintains confidentiality of consumer/family, Provider Network, Network 180, and CLS information;
Participates in the development and implementation of policies and procedures;
Serves as Safety Committee Chair which meets on a quarterly basis to discuss safety issues within the office;
Implements safety protocols within the office;
Keeps safety equipment up to date, i.e., checks AED batteries, fire extinguishers, First-Aid kits, flashlights, etc.;
Participates in various work groups as assigned/needed;
Serves as one of our key CLS contact and coordinating staff related to CARF accreditation and in the preparation for all external audits;
Oversees the maintenance of Central Record and Fiscal files;
Responsible for assuring timely scanning of all documents into the electronic healthcare record in accordance with our funders' and CLS standards;
Assists with meeting preparation, scheduling meeting rooms/locations, preparing, printing, distributing agendas, sign-in sheets, handouts, etc.;
Is responsible for the ordering, oversight, and distribution of office supplies;
Generates purchase orders for equipment that is approved for purchase for individuals we support;
Ord…