Office Manager

Description

PRIMARY FUNCTION/PURPOSE

Under the direction of the Director of Treatment and Clinical Services, the Office Manager ensures a smooth daily operation of the Hope Center by providing administrative, fiscal, and client-facing support to staff, clients, and community partners. This position oversees front office coordination, scheduling, data management, insurance verification, and budget tracking to facilitate efficient and trauma-informed service delivery. The Office Administrator serves as the first point of contact for clients and visitors, maintaining a professional, organized, and welcoming environment that reflects the mission and values of The Children’s Shelter.

ESSENTIAL DUTIES/RESPONSIBILITIES

· Responsible for daily opening and closing of the Hope Center.

· Present a professional, welcoming first contact to all clients, visitors, staff, etc.—by phone, in person, and email.

· Provide coverage for other office/admin staff (PTO, lunch, training, etc.).

· Greet and check-in clients, ensuring accurate and up-to-date demographic and insurance information is obtained.

· Assist clients with check-in and registration processes and maintain confidentiality in accordance with HIPAA regulations.

· Schedule and manage multiple appointment calendars, including therapy and supportive services as needed.

· Answer phone calls promptly, addressing inquiries and routing to appropriate staff.

· Maintain client records and update information in the electronic health record (EHR).

· Verify insurance coverage, process authorizations, and maintain documentation compliance.

· Coordinate with billing and finance staff to reconcile insurance claims, co-payments, and balances.

· Collect client co-payments, deductibles, and balances as applicable.

· Assist with internal and external referral processing and tracking.

· Prepare correspondence, reports, meeting materials, and maintain organized filing systems.

· Support coordination of staff meetings, outreach events, and community engagement activities.

· Monitor and order office and housekeeping supplies, manage inventory, and oversee office maintenance requests.

· Assist with purchase orders, payment requests, and vendor invoices in coordination with Finance.

· Track office budget expenses, generate monthly expenditure summaries, and reconcile routine administrative costs.

· Assist with data collection, quality improvement reports, and documentation audits as required.

· Liaise between clients, staff, and community partners to ensure seamless communication and service coordination.

· Engage in community events hosted by The Children’s Shelter and represent the Hope Center professionally.

· Adhere to all agency policies, procedures, and standards, including COA and state licensing requirements.

Requirements

· High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.

· Minimum 2–3 years of administrative or office management experience; experience in a non-profit or behavioral health setting preferred.

· Proficient in Microsoft Office Suite and database systems; experience with EHR and insurance billing preferred.

· Experience with budget tracking, purchasing, and financial documentation.

· Strong organizational, communication, and interpersonal skills.

· Bilingual in English and Spanish strongly preferred.

· Ability to communicate effectively with individuals at all levels, both oral and written.

· Ability to maintain confidentiality and uphold ethical standards.

· Polished and professional demeanor with flexibility in a fast-paced, client-focused environment.

DESCRIPTION OF WORKING ENVIRONMENT

Position is assigned to the offices of the Hope Center. Scheduled for 40 hours per week, with occasional weekend and evening work required. Work environment includes standard office settings and occasional off-site community or outreach events. Other areas consist of common staff areas for collaboration and professional development activities.

DESCRIPTION OF ORGANIZATIONAL RELATIONSHIP/REPORTING RELATIONSHIPS

Supervisor – Director of Treatment and Clinical Services

Supervises – None

EEO STATEMENT:

The Children’s Shelter is an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Please let us know if you require reasonable accommodation to complete the application or any part of the hiring process.

DISCLAIMER:

This is not an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to accurately reflect the current job, The Children’s Shelter reserves the right to revise the job or to require other or different tasks to be performed as assigned. Employee (s) must be able to perform the position's essential functions satisfactorily. If requested, a reasonable accommodation will be made to enable employees with disabilities to perform the essential function of their job, absent undue hardship.