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    Office Manager and Billing

    Sunbeam Family Services
    Job Description

    The Office Manager will work to provide administrative oversight to the Front Desk staff, visitor reception, and billing to the 14th street campus, and fulfilling designated administrative functions as assigned. 

    All employees and volunteers are expected to be sensitive to our clients’ cultural and socio-economic characteristics, reflect Sunbeam Family Services core values and to perform at Sunbeam’s standards of excellence at all times.

    Our core values are:

    Champion Spirit – We work like a champion every day: paying attention to details and performing with excellence

    Servant Heart – We exhibit humility in serving everyone; no job is below anyone and we all pull together to get the work done.

    Sunny Attitude –We bring a smile and a positive attitude.  We treat each other with respect, ensuring an energized work environment.

     

    Essential Functions

    The Office Manager essentially ensures the smooth running of the day-to-day operations and will manage a team of administrative or support staff. Responsibilities include:

    • Promoting, encouraging and displaying examples of leadership for the agency in accordance with the agency mission driven, employee first culture.

    • Demonstrating capacity for providing developmentally appropriate and evidence-based practice, for exemplifying the values expected within the program, and for promoting the mission of the organization.

    • Leading & managing the front office support staff to exhibit a welcoming atmosphere, maintain professional boundaries, and protect highly sensitive and confidential information.

    • Effectively prioritize projects to accomplish tasks in the timeframe specified and at a high level of quality.

    • Developing systems to organize information effectively. Prepare reports for management, governing bodies, and government agencies as needed.

    • Researching and identify opportunities for savings, program enhancements and win/win collaborations

    • Being Responsible for developing standards and promoting activities that enhance operational procedures.

    • Allocating available resources to enable successful task performance.

    • Responsible for all aspects of managing front office support staff including interviewing, selecting, and training employees, directing the work, and evaluating employee performance.  

    •  Managing the referral process and appointments for the Counseling Department.

    • Managing all billing processes for the Counseling Department to include but not limited to the submission of “clean claims”, batch transmission, & account reconciliations.

    • Maintaining payroll operations by following policies and procedures; reporting needed changes.

    • Being the custodian of cash funds, with monthly reconciliation of receipts and funds working in collaboration with the Finance Department.

    • Completing special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results

    Other Duties: 

    Provide support for other duties needed in keeping with our mission, vision and values.

     

    Education: 

    • AA/AS in business or social services field
    • Bachelors preferred

    Experience: 

    •  A minimum of three years of prior experience with medical billing required.  A minimum of three years of supervisory experience.
    • A minimum of three years of experience supervising administrative support in a behavioral health setting to include direct management of behavioral health billing preferred. 

    Skills and Knowledge: 

    • Understanding of basic office functions
    • Excellent written and verbal communication to include intermediate knowledge of computer operations and applications and the ability to master other computer technology/software programs, as needed
    • Good organizational and time management skills
    • Three or more years supervising administrative support in an outpatient social services setting preferred. 
    • Advanced computer database and Microsoft Office software skills to include Microsoft 365 preferred. 
    • Three or more years working in an electronic health record preferred. 
    • Previous knowledge and understanding of working with regulatory entities to include but not limited to: OHCA, DOH, DHS preferred. 

    Abilities: 

    • Must work independently and collaboratively in a team environment
    • Exercise independent judgment
    • Communicate in a professional manner, demonstrating dignity and respect for our internal, external and community members
    • Process, protect and exercise discretion in handling confidential information and materials
    • Sustained concentration to detail and accuracy, along with the ability to prioritize workload
    • Willingness to work with high-risk, low-income communities
    • Must be able to travel and work some evenings and weekends as required by the job
    • Local travel required and must have valid Oklahoma driver’s license and insurance as required by the position
    • Bilingual Spanish/English speaking preferred

     Additional Job Requirements:

    • Must pass required background check 

    Work Schedule: 

    • Office Hours follow business hours and may vary with supervisor approval; may include occasional evening and weekends.

    Working Conditions: 

    Physical Demands:

    While performing the duties of this job, the employee is required to frequently communicate with staff and others, and must be able to exchange accurate information when doing so.  The employee must be able to remain in a stationary position 50% of the time and occasionally move about inside the office to access file cabinets, office equipment, attend meetings, etc. Must be able to operate and use a computer.  Must be able to detect, discern, distinguish, observe, inspect and compare.  Must have excellent command of English language and grammar, both verbal and written.  Occasionally must be able to move needed materials weighing up to 20 pounds.  The qualifications, physical demands, and work environment described are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. 

    Work Environment

    The employee will work in an office environment, may work in close quarters with other staff and clients and children of all ages.  The noise level in the work environment varies from moderate to loud; frequent chaotic situations will occur. 

    Other

    The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.  The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job.  These statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel or candidate and may be subject to change at any time.

     

    EQUAL OPPORTUNITY EMPLOYER - Sunbeam Family Services is fair and equal in all its employment practices for persons without regard to race, color, creed, age, gender, sexual orientation, gender identity or expression, pregnancy, religion, disability or degree thereof, national origin, domestic/marital status, political affiliation or opinion, veteran status, HIV status, AIDS status, genetic information, and any legally protected characteristic.

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