The Office Manager is responsible for directing, planning, organizing, and implementing the activities and operations of the clinic. This position ensures the efficient functioning of office services, financial processes, and personnel management while maintaining a productive and organized work environment.
Essential Duties and Responsibilities:
- Management of Office Services: Oversee clerical and support services, ensuring all tasks are completed promptly and efficiently. Provide assistance to staff, particularly for more advanced, skilled, or sensitive tasks, to maintain high service standards.
- Facility Management: Coordinate repairs and maintenance for the office to ensure a safe and efficient working environment.
- Financial Oversight: Reconcile billing for specialty medication orders and ensure that all services are billed and posted accurately. Assist with financial records, including reimbursement and expense vouchers, and handle bank deposits.
- Human Resources Management: Manage the onboarding process for new hires, including the completion of necessary documentation. Maintain complex or sensitive files, such as employee records, and track employee time-off requests and vacation balances.
- Office Supplies and Documentation: Approve and manage supply orders to ensure the office is adequately stocked. Prepare, review, and distribute various forms, reports, and documents as needed.
- Scheduling and Coordination: Schedule meetings and manage daily office operations to ensure smooth workflow. Handle communication with clients, staff, vendors, consultants, and management to facilitate effective office operations.
- Compliance and Reporting: Ensure compliance with company policies and procedures. Complete and distribute required reports and documentation.
- Additional Responsibilities: Perform other related duties as assigned by management to support the overall efficiency and effectiveness of the office.
Knowledge, Skills, and Abilities:
- Communication Skills: Excellent verbal and written communication skills to effectively interact with team members, clients, and external partners.
- Interpersonal and Customer Service Skills: Strong interpersonal skills with a customer service orientation, capable of resolving conflicts and fostering a positive work environment.
- Organizational Skills: Exceptional organizational abilities, with a keen attention to detail and the capability to manage multiple tasks and projects simultaneously.
- Time Management: Strong time management skills, with the ability to prioritize tasks, meet deadlines, and delegate responsibilities appropriately.
- Leadership: Proven supervisory and leadership skills to guide and motivate a team in a fast-paced environment.
- Technical Proficiency: Basic understanding of standard business equipment and proficiency with Microsoft Office Suite or related software.
- Adaptability: Ability to function effectively in a high-pressure work environment and adapt to changing priorities and situations.
Education:
- High school diploma or equivalent.
Experience:
- Two to five years of experience managing an office with 50 or more employees.
License/Certification:
Language Skills:
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence and speak effectively before groups of customers or employees.
Mathematical Skills:
- Ability to perform basic arithmetic operations including addition, subtraction, multiplication, and division, as well as compute rates, ratios, and percentages.
- Ability to interpret and draw conclusions from data presented in graphs and charts.
Reasoning Ability:
- Ability to understand and execute instructions delivered in written, oral, or diagram form.
- Capable of resolving problems involving several variables within standardized situations.
Work Environment and Conditions:
- Work is conducted primarily in an office environment, with occasional fieldwork required.
- Frequent telephone and in-person contact with clients, staff, vendors, consultants, and management.
- Must be able to work efficiently under high pressure and adapt to flexible working hours as needed.
Physical Demands:
- Prolonged periods of sitting, standing, and walking.
- Frequent bending, stooping, and occasional lifting of up to 25 pounds.
- Requires moderate typing skills and manual dexterity for operating office equipment such as keyboards, calculators, telephones, and copiers.
- Normal or corrected vision and hearing required for typical office tasks and telephone communication.
- Ability to view and type on computer screens for extended periods.
Note: This job description is not exhaustive and may be updated or modified at any time by the department supervisor based on operational needs.
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Last updated on Aug 27, 2024