Office Manager

Office Manager

Position at Clarvida - California

Job Title:

Office Manager

Location:

Santa Ana, CA

Employment Type:

Full-time, Permanent Hourly Wage: $28.00 - $29.00 per hour

About the Program The High Fidelity Wraparound (HFW) Program is an intensive, team-based care coordination model designed for children, youth, young adults, and families with complex behavioral health needs who are often involved with multiple systems such as mental health, child welfare, education, juvenile justice, or housing services. The goal is to help individuals remain successful in their homes, schools, and communities while reducing the need for higher levels of care.

High Fidelity Wraparound is recognized as an evidence-based, family-centered approach that brings together multidisciplinary team members, family members, natural supports, and service providers to create and implement a coordinated plan of care tailored to each participant's strengths, needs, culture, and goals.

Productivity Expectation:
This position has a baseline productivity expectation of 50%, generally equivalent to an average of approximately 3.5 hours of direct client service per workday. The meeting of such requirements will be addressed in accordance with the Company policies and applicable law.

About the Role The Office Manager is responsible for leading and coordinating administrative operations supporting the High Fidelity Wraparound Program and related behavioral health services. This role oversees office staff, administrative workflows, facility coordination, billing support, records management, and general office operations. The Office Manager serves as a key operational partner to program leadership, ensuring efficient workflow, regulatory compliance, accurate record keeping, and exceptional customer service for clients, families, staff, and community partners.

Responsibilities

• Analyze, organize, and improve office operations, workflows, and administrative procedures
• Oversee administrative functions including correspondence, filing systems, office supply management, and records maintenance
• Evaluate office productivity and implement process improvements to increase efficiency and effectiveness
• Establish and maintain administrative procedures, documentation standards, and office practices
• Manage petty cash and support office financial processes as needed
• Ensure proper retention, storage, transfer, and disposal of records in accordance with company policies
• Communicate regularly with leadership regarding operational needs, administrative concerns, and office performance
• Supervise administrative and clerical staff, including assigning work, approving timecards, monitoring performance, and providing coaching and support
• Facilitate team meetings and ensure staff remain informed regarding program and organizational updates
• Support budget development and monitor departmental expenditures
• Review financial reports and communicate budget variances to leadership
• Prepare and maintain reports related to operational expenses, invoices, billing, and financial tracking
• Ensure reception areas and office spaces remain professional, organized, and welcoming to clients and families
• Coordinate facility maintenance, vendor services, office repairs, and work order requests
• Participate in program staff meetings, planning meetings, utilization review activities, and county or agency meetings as required
• Support billing, invoicing, documentation, and administrative workflow processes
• Complete special projects, audits, reports, and other assignments as requested
• Perform additional duties as assigned to support program and organizational operations

Required Qualifications

• Bilingual Spanish required
• High school diploma or GED required
• Demonstrated office management, administrative leadership, or business operations experience
• Experience supervising office or administrative staff
• Strong organizational, customer service, and problem-solving skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and work independently
• Proficiency with Microsoft Office applications including Word, Excel, Outlook, and reporting systems

Preferred Qualifications

• Associate's degree or Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, or related field
• Experience working in behavioral health, healthcare, social services, Wraparound, FSP, or nonprofit environments
• Experience supporting Medi-Cal-funded programs
• Experience with billing, accounts payable, invoicing,…