What are the responsibilities and job description for the Supervising Office Manager position at JBFCS?
Make a bigger difference
All Staten Island programs are allotted a $4,420 commute differential that is applicable to anyone who currently works or is hired to work on Staten Island who doesn’t live in Staten Island in addition to the base salary or hourly wage.
PURPOSE:
Our mission is to provide comprehensive, person- and family-centered behavioral health care through the Certified Community Behavioral Health Clinic (CCBHC) model. We are committed to delivering timely access to high-quality services, including 24/7 crisis intervention, integrated mental health and substance use treatment, primary care screening, and targeted case management. By offering psychiatric rehabilitation, peer and family support, and specialized care for veterans, we ensure holistic, coordinated care that promotes recovery, resilience, and community well-being.
POSITION OVERVIEW:
The Supervising Office Manager supports the program by Making sure the administrative team carries out tasks that ensure the clinic runs smoothly and we can provide quality services to our clients and families.
KEY ESSENTIAL FUNCTIONS: Include the following, and may include additional tasks and functions as the position requires.
1. Administrative Oversight
All Staten Island programs are allotted a $4,420 commute differential that is applicable to anyone who currently works or is hired to work on Staten Island who doesn’t live in Staten Island in addition to the base salary or hourly wage.
PURPOSE:
Our mission is to provide comprehensive, person- and family-centered behavioral health care through the Certified Community Behavioral Health Clinic (CCBHC) model. We are committed to delivering timely access to high-quality services, including 24/7 crisis intervention, integrated mental health and substance use treatment, primary care screening, and targeted case management. By offering psychiatric rehabilitation, peer and family support, and specialized care for veterans, we ensure holistic, coordinated care that promotes recovery, resilience, and community well-being.
POSITION OVERVIEW:
The Supervising Office Manager supports the program by Making sure the administrative team carries out tasks that ensure the clinic runs smoothly and we can provide quality services to our clients and families.
KEY ESSENTIAL FUNCTIONS: Include the following, and may include additional tasks and functions as the position requires.
1. Administrative Oversight
- Manage daily front-office operations including scheduling, reception, and clerical support.
- Maintain organized filing systems for client and staff records, billing, and compliance documentation.
- Ensure HIPAA compliance and confidentiality in all administrative processes.
- Supervise Client Engagement specialist, and Porter, and coordinate services with other departments, such as fiscal and the Centralized Intake and Discharge program.
- Coordinate staff schedules, time-off requests, and coverage to ensure smooth clinic operations.
- Support onboarding and training of new administrative employees.
- Maintain updated staff emergency contact information and training certificates.
- Oversee billing processes, insurance claims, and patient payments.
- Monitor clinic budgets, expenses, and financial reporting.
- Collaborate with billing specialists to resolve claim denials, expired insurances and payment issues.
- Ensure the clinic environment is clean, safe, and well-stocked with necessary supplies.
- Coordinate maintenance and repairs with vendors and building management.
- Manage inventory of office and clinical supplies.
- Ensure adherence to local, state, and federal regulations, including mental health-specific standards.
- Assist with audits, accreditation processes, and quality improvement initiatives.
- Maintain up-to-date policies and procedures manuals.
- Serve as a point of contact between Client Engagement Specialist, clients, vendors, and external partners.
- Facilitate internal communication and support a collaborative team environment.
- Address client concerns and escalate issues as needed.
- Oversee the use and maintenance of electronic health record (EHR) systems.
- Troubleshoot basic IT issues and coordinate with tech support when necessary.
- Train staff on software and system updates.
- Strong attention to detail and record keeping
- Team player who functions well in a multi-disciplinary team environment
- Reliability and discretion
- Adaptability
- Communication, negotiation and relationship-building skills.
- Organizational skills.
- Time Management
- Problem solving skills
- Initiative
- High School Diploma plus 6-years of relevant work experience OR Bachelor’s degree plus 3-years of relevant work experience
- Previous experience with medical billing and electronic case record keeping,
- Strong computer skills (word, excel, databases, etc)
- Aptitude with numbers
- Working knowledge of Microsoft Office, Ability to learn electronic health records and other software as required
- Able to read/input data and documents, including spreadsheets, reports and Electronic Health Records in printed form and on computer screens.
- Able to input data into the Electronic Health Record.
