Office Manager I

Overview

The Office Manager I is the primary support for a clinical/administrative department. This position is responsible for general office operations, filing, organizing and overall administrative performance. The Office Manager I may supervise more than three (3) employees, i.e., secretaries and or receptionists.

Responsibilities

-Establish and maintain positive relationships with patients, visitors, and other employees. Interacts professionally, courteously, and appropriately with patients, visitors and other employees. Behaves in a manner consistent with maintaining and furthering a positive public perception of BronxCare Hospital and its employees.

-Contributes to and participates in the Performance/Quality Improvement activities of the assigned department. Contribution and participation includes data collection, analysis, implementation of and compliance with risk management and claims activities, support of and participation in Continuous Quality Improvement (CQI) teams, consistent adherence to the specific rules and regulations of BronxCare (a) Safety and Security Policies, (b) Risk Management: Incident and Occurrence Reporting, (c) Infection Control Policies and Procedures and (d) Patient and Customer Service.

-Maintain office services • Design and implement office policies.

-Establish standards and procedures

-Organize office operations and procedures

-Supervise office staff, more than three (3) employees.

-Prepare timekeeping (KRONOS) report.

-Review and approve supply requisitions.

-Liaise with other departments, agencies and groups.

-Maintain office equipment.

-Assign and monitor clerical and secretarial functions

-Recruit and select office staff

-Orient and train employees

- Provide on the job and other training opportunities.

-Supervise staff, more than three (3) employees.

-Evaluate staff performance.

- Coaching and disciplining staff.

-Design filing systems.

-Ensure filing systems are maintained and up to date.

-• Define procedures for record retention.

-Ensure protection and security of files and records.

-Ensure effective transfer of files and records

-Transfer and dispose of records according to retention schedule and policies.

-Ensure personnel files are up to date and secure.

-Plan and implement office systems, layout and equipment procurement.

-Maintain and replenish inventory.

-Check stock to determine inventory levels

-Anticipate needed supplies

-Verify receipt of supply.

Qualifications

Three to five (3-5) years demonstrated experience as an Administrative Assistant or Office supervisor. Satisfactory combination of education and experience

Excellent interpersonal skills

Team building skills

Analytical and problem solving skills

Computer skills including the spreadsheet and word processing programs, and e-mail at a highly proficient level