Office Manager

• Job Title: Office Manager

• Job Details

1. Posting Date: 12/19/2024
2. Reference ID: 237638
3. Location: Los Angeles, CA 90004
4. Work Location: Onsite
5. Discipline: Allied
6. Job Type: Direct Hire
7. Salary Expectations/ Pay Rate or Range: $25 - $28.53 per hour DOE

• Job Description

Are you ready to give your career a boost by bringing your talents and expertise to some of the nation's top companies? At Medix, we are dedicated to creating opportunities for talent through our Healthcare, Scientific and Information Technology divisions. Our dedicated recruiters offer a personalized service to make sure we truly understand your employment needs.

1. Responsibilities/ Job Duties:

• Performs all administrative duties, including answering phones, scanning, filing, faxing, mailing, printing, collating, and uploading/downloading documents.
• Maintains, participates in, and transcribes accurate meeting minutes
• Constructs forms, rosters, checklists, etc., which facilitate program operations.
• Coordinates accounts payable check requests with hospital finance department.
• Maintains petty cash in accordance with agency guidelines.
• Oversees client accounts and weekly banking, ensuring accurate record keeping and timely notification to Program Director and/or Forensic Clinician of concerning items/inconsistencies.
• Acts as a liaison to the Business Office to ensure accurate record keeping of all client transactions.
• Works collaboratively with the Case Manager to accurately track clients' benefits and life support balances.
• Providers (e.g., Medi-Cal, Medicare, etc.); and maintenance of the company vehicle.
• Acts as a liaison with outside service providers (e.g., shredding company, pest control, building management, water delivery, etc.) to ensure consistent service and payment of invoices.
• Coordinates with the Gateways CRTP team regarding patient transfers, check requests, and life support needs.
• Conducts facility orientation for all newly hired staff.
• Maintains effective and professional communications with other departments within the agency, including Satellite, FCTP, Finance, Business Office, EVS, Engineering, and IT Support so as to ensure the smooth operation of the program.
• Operates and understands minor maintenance for office equipment.
• Monitor the notification of computer problems and the completion of repairs of all computers and office equipment with IT Support
• Assists Program Director in program development and administrative functions, such as quality indicator reports (e.g., QI and MRR), as needed.
• Proficiently uses Microsoft Office Suite, an electronic medical record, and Sharepoint.
• In support of the Program Director, helps keep the team updated on all policy and procedure changes when needed.
• Works collaboratively with multi-disciplinary treatment team, including timely and effective communication.
• Maintains effective and professional communications with relevant community agencies the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed.
• Maintains an objective and professional relationship with clients at all times.
• Ability to work independently, and with continuous interruptions.
• Responsible for maintaining office in a neat and orderly condition.
• Ensures supplies are fully stock and ordered in a timely manner.
• Collaborates with human resource department, ensures department personnel are reminded of and completing annual renewals, and new hire onboarding processes, using the Gateways' nondiscriminatory employment procedures and policies.
• Assists physicians and nurse practitioners with scheduling, managing wait room, EHR entry, and other tasks as designated.
• File all documents related to the evaluation unit on the G drive using the appropriate naming format.
• Maintains job interest and technical skills
• Performs other related tasks as directed and seeks additional tasks during slow times.
• Oversees and completes tasks of Administrative Assistant in their absence.
• Enters admits into EHR system

1. Minimum Education and Experience Qualification Requirements:

EDUCATION & CERTIFICATES

High School Diploma

Vocational school training, Business College, or college units in a related field.

EXPERIENCE/QUALIFICATIONS

• 3-5 Years experience in office work. Supervisory experience a plus.
• Experience in mental health or corrections environment, familiarity with related terms.
• Experience in billing, accounting and/or money handling.
• Experience in mental health facility or with medical records.
• Competence in computer operations, including standard Microsoft programs such as Word, Excel, and Outlook.
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to communicate effectively with all staff.
• Ability to maintain confidentiality.
• Ability to work independently.
• Outstanding language and communication skills.
• Demonstrated ability to make competent decisions and work independently when circumstances warrant.
• Basic billing and budget skills.
• Ability to cope with situations that are challenging.
• Demonstrated supervisory administrative abilities necessary to manage department operations.
• Proven ability to work with adult population.
• Functional knowledge of quality management techniques

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver's license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.
• Fire and Safety Training*.
• First Aid Training Certification*.
• CPR Certification*.
• Crisis Prevention Institute Training (CPI)**

1. Schedule/ Shift: Monday - Friday 8am - 5pm
2. Benefits:

• Paid Sick Leave (Medix provides paid sick leave according to state and local sick leave ordinances)

• Health Benefits / Dental / Vision (Medix Offers 6 different health plans: 3 Major Medical Plans, 2 Fixed Indemnity Plans (Standard and Preferred), and 1 Minimum Essential Coverage (MEC) Plan. Eligibility for health benefits is based on verifying that an average of 30 hours per week during the first 4 weeks of the work assignment has been met. If you meet eligibility requirements and take action to enroll, you will be covered no earlier than 60 days into your assignment, depending on plan selection(s).)

• 401k (eligible on the first 401k open enrollment date following 6 consecutive months on assignment. 401k Open Enrollment dates are 1/1, 4/1, 7/1, and 10/1)

• Short Term Disability Insurance

• Term Life Insurance Plan

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.

Medix is acting as an Employment Agency in relation to this vacancy.