Office Manager

Position Summary

The Office Manager is responsible for supporting the efficient day-to-day operation of the agency by coordinating administrative, business, and office support functions. This position serves as an important resource to staff, leadership, HR/Payroll, and visitors, helping ensure that administrative processes, office operations, safety requirements, supplies, and records are maintained accurately and efficiently.

The ideal candidate is organized, detail-oriented, responsive, and able to manage multiple priorities while maintaining a high level of professionalism and confidentiality.

Essential Duties and Responsibilities

• Coordinate day-to-day business, administrative, and office support functions to promote efficient agency operations.
• Review, code, and submit invoices accurately and within established payment timelines.
• Prepare manual check requests and other payment-related documentation as needed.
• Review and process employee timesheets and prepare transmittal logs within required deadlines.
• Review timekeeping and productivity reports to support benefits eligibility and escalate discrepancies or concerns as appropriate.
• Track and maintain documentation related to staff on-the-job injury claims.
• Maintain accurate and confidential personnel files and records.
• Conduct routine workplace safety and hazard surveillance and report concerns as appropriate.
• Track completion of required safety, compliance, and mandatory employee training.
• Participate in new employee orientation and assist with onboarding activities.
• Prepare new-hire documentation, verify required employment documents, and submit appropriate paperwork to HR/Payroll.
• Maintain accurate records and inventory of agency-issued mobile devices.
• Coordinate maintenance of office equipment and maintain appropriate equipment logs.
• Process and distribute incoming and outgoing mail.
• Monitor medical supply inventory, order supplies for the stock room, and conduct quarterly inventory counts.
• Order office supplies, forms, and other materials necessary to support agency operations.
• Manage the agency phone system and make call-routing changes as needed.
• Greet visitors professionally and escort or direct them to the appropriate waiting area when required.
• Provide responsive, professional customer service to staff, patients, visitors, vendors, and other stakeholders.
• Answer incoming calls, accurately document messages, and ensure messages are communicated to the appropriate individuals.
• Maintain an accurate and up-to-date staff roster.
• Protect the confidentiality of patient, employee, and organizational information in accordance with agency policies and applicable requirements.
• Perform other related duties and responsibilities as assigned.

Minimum Qualifications

• High school diploma or equivalent required; Associate degree or higher preferred.
• Minimum of one (1) year of experience in healthcare office operations preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Demonstrated customer service skills and professional demeanor.
• Ability to handle confidential information with discretion.
• Proficiency with standard office equipment and computer applications.
• Ability to work effectively both independently and as part of a team.

Work Environment

This role is primarily office-based and may require prolonged sitting, computer use, phone communication, walking, standing, and occasional lifting of office materials or supplies.