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Salary Range **$22.19 - $22.19 Hourly**

Education Level **2 Year Degree**

Job Description

Make an Impact.

At WellLife Network, every role plays a vital part in empowering people to live their best lives. As part of one of New York’s largest nonprofit health and human services organizations, you’ll join a team dedicated to compassion, inclusion, and excellence — helping individuals and families thrive every day.

Position Summary

The Office Manager oversees and coordinates all nonclinical administrative operations of the ACT program. Responsibilities include managing reception functions, facilitating communication between staff and clients, supporting families and external agencies, maintaining financial and program records, and ensuring accurate and timely data entry across all information systems.

Essential Responsibilities

+ Compile monthly billing and maintain program accounting and budget records.

+ Record client admissions and discharges; input data and insurance information into the EHR.

+ Prepare and track medical record requests, authorizations, and related documentation.

+ Schedule psychiatrist appointments and confirm group attendance, as applicable.

+ Prepare on-call schedules and transportation requests.

+ Track and follow up on missing progress notes; maintain all program logs.

+ File and maintain accurate electronic and physical client records; ensure all information is up to date.

+ Assist nursing staff with prior authorizations.

+ Collect, verify, and analyze data to prepare required reports.

+ Manage petty cash and service dollars; document all transactions with signed client receipts.

+ Draft and edit routine program correspondence, ensuring accuracy and professionalism.

+ Serve as first point of contact: answer phones, route calls, take messages, and respond to general inquiries.

+ Sort, distribute, and track incoming and outgoing mail, paychecks, metro cards, and other materials.

+ Maintain organized and confidential electronic and physical filing systems.

+ Perform routine clerical tasks including faxing, copying, scanning, and data entry.

+ Resolve routine administrative issues or refer to appropriate staff as needed.

+ Attend meetings, take minutes, and distribute them to supervisors.

+ Monitor office supply inventory, prepare requisitions, place approved orders, and stock supplies.

+ Generate routine reports from program databases and maintain accurate program records.

+ Maintain a clean, safe, and orderly work environment.

+ Follow program protocols, including crisis intervention procedures when required.

+ Maintain strict confidentiality at all times.

+ Participate in OMH-approved ACT orientations and required trainings.

+ Ensure timely documentation of all incidents to the immediate supervisor within 24 hours.

+ Maintain up-to-date information in the Vello Health software system.

+ Perform additional duties as assigned by the Team Leader, Deputy Director, Director, or Senior Management.

What You’ll Gain

+ Compensation: Competitive hourly rate based on experience.

+ Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching).

+ Work-Life Balance: Paid time off, holidays, and personal days.

+ Wellness Program: Free and low-cost gym and wellness access and support.

+ Training & Growth: Ongoing professional development and career advancement opportunities.

+ Meaningful Work: Direct impact on the lives of youth and their families.

+ Supportive Environment: A collaborative team that values your contributions

Qualifications

Valid NYS driver’s license for at least 1 year, Bachelor’s degree in Social Services or related field preferred, minimum Associate Degree required. Experience in a supervisory position and/or experience working with DD populations.