Job Abstract

Office Manager, Our Third Place (Glendale Transitional Aged Youth)

This position is on site. The pay range for this position is between $27.30 - $30.33 per hour.

About Didi Hirsch

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation’s first Suicide Prevention Center. We are a nonprofit organization providing care to nearly 200,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable.

As an organization, we value equity, diversity, and inclusion. More than 1,000 dedicated employees and volunteers make Didi Hirsch’s work possible. We intentionally recruit and retain a workforce that is reflective of the communities we serve and strive to cultivate a sense of belonging for them. We embrace employees and candidates from all backgrounds who want to help make this vision a reality.

Summary

Our Third Place (OTP) provides services for transitional age youth (ages 15-25), offering a drop-in center and outreach services to clients in the field. This position is responsible for performing administrative, clerical, and general support duties to ensure Our Third Place (OTP) functions successfully. This position will also Interact with clients of OTP, including greeting them and assisting in providing necessary supplies as appropriate.

Primary Duties

• Ensures coverage for all front office support functions, including monitoring office supplies and providing reception coverage during open hours.
• Follows proper procedures for completing records requests and other client documentation needs.
• Coordinates facilities maintenance including reporting facilities needs, monitoring, ordering, and organizing supplies, overseeing repair and maintenance of office equipment, and building problems.
• Interfaces with the Business Office, and Research & Evaluation to ensure that administrative documentation for clients is complete, current and maintained in accordance with Agency standards, licensing and applicable state and federal laws,
• Maintains and updates program personnel or other files as required by licensing and applicable state and federal laws.
• Maintains calendar and ensures coverage for all shifts. Create and maintain a common drive calendar depicting an accurate record of actual shift coverage.
• Acts as receptionist, greeting visitors and notifying staff of their arrival; and assists staff with appointment scheduling.
• Screens and gathers initial intake caller information when necessary.
• Assists in contacting referral sources and partner organizations regarding housing, education, and employment resources on behalf of staff and clients as appropriate
• Assists in set-up for meetings, workshops, and program events; including coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event.
• Attends and helps facilitate program sponsored or agency outreach events.
• Provides administrative assistant support for the program director and other managers, including word processing, copying, scheduling, etc.
• Ensures that proper procedures are followed and that deadlines are met for data entry; including: intake/administrative documentation, financial screening, filing, chart maintenance, outcomes, measurement documentation, certify reporting and Medi-Cal verification.
• Interfaces with Accounting department to ensure that information and back-up documentation for billing and cash receipts is accurate and complete; submits reports to billing department in a timely fashion; researches and resolves discrepancies.
• Sorts and distributes mail, prepares outgoing mail including internal office mail, external office mail, overnight services, delivery services and registered mail.
• Develops and maintains office manager skills through seminars, workshops, or other forms of training/education.
• Attends routinely scheduled meetings as requested or required for the program, division, or Agency.

Position Requirements

• Demonstrate a working knowledge of general office management practices and procedures.
• Demonstrate excellent organizational and time management skills.
• Support the values and mission of Didi Hirsch as they relate to employment.
• Know and comply with division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to substance abuse programming.
• Demonstrate current knowledge of all job specific skills to include: strong working knowledge of computer systems and software (e.g., word processing, spreadsheets),billing, contract compliance, documentation and client record maintenance.
• Possess basic math skills sufficient to monitor program billing and petty cash related functions.
• Present ideas, information, and viewpoints clearly, both verbally and in writing.
• Adapt to changing needs by acquiring new skills and knowledge.
• Current California driver’s license and a driving record acceptable to the Agency’s insurance carrier.
• Must be 18 years or older.