Office Manager
Agency Name: Community Living Services
Agency Contact: Lisa Bergquist
- Position Type: Full Time
- Job Type: Permanent
- County: Kent
- Salary Range: $18-$25 per Hour
- Send applications to: lbergquist@comlivserv.com
- Please include your resume when applying.
Job Title: Office Manager, CLS Western Michigan
Job Summary: Provides Administrative and technical support to all Directors and Management level staff at CLS/Western Michigan Division. Interacts with our fiscal intermediaries, landlord and various vendors for office machinery, building maintenance, supplies, and public relation materials. Leads operational system improvements initiatives and customer service tasks. Processes Independent Support Coordinator invoices/claims and generated reports to Fiscal Intermediaries and Accounting Department/IT for payment. Assists CLS staff, Independent Support Coordinators and Persons Served with benefit coordination information and assistance. Assists with new systems development, special projects, and the implementation of the fast-paced office functions of CLS. This position involves “wearing a lot of different hats”. Ideal candidate is well organized, takes initiative, can work well independently and in a team atmosphere, and possesses excellent oral and written communication skills.
Reporting Relationship: Reports to the Director of Community Supports – West Michigan
Essential Duties and Responsibilities: Performs a variety of word processing duties and develops and maintains various spreadsheets, databases, and tracking systems essential to office functions; Serves as office contact for Landlord communication; Oversees the general operations of the Western Michigan office and serves as the onsite “face of CLS”; Handles the day-to-day maintenance of the office, including, but not limited to, any subcontracted services, office equipment including copiers, phones, and fax machines; Is responsible to maintain and schedule repairs for office equipment; Engages office equipment vendors to receive information and review for the best, and most cost effective, equipment to suit our office needs; Performs initial set up of Electronic Health Care Record files for enrollees; Oversees internal staff training records and serves as the CLS/Western Michigan Division on-site HR liaison relating to trainings, performance evaluations, job descriptions and postings, benefits meetings and forms, 401K vendor scheduling, etc.; Oversees scheduling, communication notices, meeting preparation, and attendance for multiple CLS committees; Tracks contractual deadlines and facilitates the timely submission of required documentation to our funder/s such as Network 180 and/or Beacon; Processes Independent Support Coordinator invoices and generates reports to fiscal intermediaries for payment of services provided by our independent contractors; Tracks data entered into our electronic health record to ensure proper timeframe, service code and date have been entered; Uses ftp server to transmit reports to the fiscal intermediaries on a monthly basis; Maintains confidentiality of consumer/family, Provider Network, Network 180, and CLS information; Participates in the development and implementation of policies and procedures; Serves as Safety Committee Chair which meets on a quarterly basis to discuss safety issues within the office; Implements safety protocols within the office; Keeps safety equipment up to date, i.e., checks AED batteries, fire extinguishers, First-Aid kits, flashlights, etc.; Participates in various workgroups as assigned/needed; Serves as one of our key CLS contact and coordinating staff related to CARF accreditation and in the preparation for all external audits; Oversees the maintenance of Central Record and Fiscal files; Responsible for assuring timely scanning of all documents into the electronic healthcare record in accordance with our funders’ and CLS standards; Assists with meeting preparation, scheduling meeting rooms/locations, preparing, printing, distributing agendas, sign-in sheets, handouts, etc.; Is responsible for the ordering, oversight, and distribution of office supplies; Generates purchase orders for equipment that is approved for purchase for individuals we support; Orders all company brochures, business cards, letterhead and mailing envelopes, and brochures; Ensures our Intake and EOR packets are stocked and readily available; Oversees the mailing of IPOS documents along with the proper Due Process notifications; Tracks and monitors our COFR (county of financial responsibility) arrangements authorizations and assures mailing is in accordance with their funder’s Due Process protocols; Tracks HAB Waiver paperwork and facilitates timely signatures and submission; Performs special projects and other duties as assigned by supervisor; Assures that phones are answered and forwarded in a warm, welcoming manner; Assists with answering general customer services calls and network coordination questions; Ensures forms are updated in a timely manner and are ready and available for staff use; Assures daily distribution of mail; retrieves, logs and distributes incoming faxes; Works adjusted hours as needed; Works evenings and weekends according to building and office operation needs.
Education: Bachelor’s degree preferred. Will consider five years comparable work experience within business, office management, human / health services or related field and/or equivalent training and education in lieu of the Bachelor’s Degree.
Experience: Two years office management or similar related experience; Experience with the development and maintenance of databases and tracking systems preferred.
Position Description Page 2
Special Knowledge/Skills: Demonstrated skills in typing, spelling, proofreading, English language usage and systems development; Demonstrated skills in usage of Microsoft Office, Excel, Outlook, Internet. Ability to communicate effectively and establish positive professional relationships with both internal and external stakeholders; Overall understanding of agency functions and systems. Experience with systems development and policy implementation preferred; Ability to use initiative, plan, organize, maintain office systems, work under pressure, and meet deadlines (while paying attention to detail and maintaining a high level of accuracy); Ability to work well within a team atmosphere and maintain a positive attitude, willingness to learn, and flexibility; Knowledge of the principles of Person-Centered-Planning and Self-Determination preferred.
Travel: This position is essentially an office position with some travel required. Employee must have access to reliable transportation to meet the travel requirements of the position. Maintenance of a valid driver’s license, an acceptable driving record, and vehicle registration and insurance in compliance with State requirements are all continuing conditions of employment. If driving a vehicle other than the one listed on file with the Human Resources Department, employee is responsible to ensure the vehicle is registered, insured and meets all other State of Michigan motor vehicle requirements and providing documentation, as requested. CLS policy restricts the use of an alternate driver without the express, written authorization of the Human Resources Director. A review of such request will be based on evaluation of HIPAA compliance issues, work restrictions, other relevant factors and whether the request will present an undue hardship to the organization.
Training: On the job training will be provided for individual tasks.
CLS, Inc. is an equal opportunity employer. All administrative, management and supervisory personnel are directed to support and cooperate with the EEO program and other equal employment opportunity efforts. Performance will be evaluated in this regard.
Submit Resumes: Community Living Services – West Michigan
Fax to: (248) 547-3052
Attn: Dr. Lisa Bergquist
Email: lbergquist@comlivserv.com
625 Kenmoor Ave SE, Suite 301
Grand Rapids, MI 40546
CLOSING DATE: Wednesday, March 23, 2022