Office Manager

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Position Description: The Office Manager will function in a strategic leadership position to manage the overall operations of the office as well as assist in implementing our mission statement, values, and core beliefs. The Office Manager will also provide expertise to ensure all clients receive high-quality, compassionate care. Works cooperatively with clinical staff.

Our Mission Statement: The mission of 515 Therapy & Consulting is to provide a valuable service in our community by improving the mental health and well-being of individuals and families through high-quality, personalized care. We believe a company and its outcomes are only as good as its culture. Unity is strength and when there is teamwork and collaboration, amazing things can be achieved.

Our Values and Core Beliefs:

· We believe in the greater good – the “win/win”.

· We believe everyone deserves a positive and healthy environment.

· We believe in teamwork.

· We believe that success requires grit.

· We believe in a growth mindset and challenging the status quo.

· We believe in accountability - do what you say.

· We believe in being the change you seek.

Responsibilities:

Practice Culture & Team Leadership

• Foster a positive, collaborative, and upbeat workplace that enhances employee engagement and retention.
• Support staff development by coordinating training, providing feedback, and partnering with leadership on continuous improvement initiatives.
• Participate in recruitment, and oversee onboarding, and offboarding processes; manage time‑off requests and non‑clinical administrative staff.

Financial & Billing Operations

• Oversee billing and insurance processes (claims, ERA/EFT set up, fee schedules)
• Manage payment entries in financial spreadsheets (checks, credit card payments, etc.)
• Troubleshoot insurance contract issues.
• Generate financial and operational reports/spreadsheets as needed to support practice profitability and growth.

Compliance & Records Management

• Serve as HIPAA Compliance Officer; ensure adherence to HIPAA and state regulations, including record maintenance and release.
• Review and update company practices, policies, and procedures in collaboration with the Leadership Team.
• Maintain documentation of clinicians’ licenses and mandatory trainings (e.g., adult and child abuse).

Office & Facilities Management

• Oversee daily administrative operations: mail distribution, supply inventory, common area upkeep, and coordination with the building manager.
• Coordinate routine tasks and troubleshoot issues related to phones, fax, printers, lobby check‑in app, voicemail, signage, and other office equipment.

Technology & Systems Support

• Act as point of contact for EHR, iPad, iPlum, insurance companies etc. and liaise with vendors and support teams to resolve technical and IT/computer issues.
• Maintain and organize documents and shared files (e.g., OneDrive) in coordination with the Leadership Team.

Client & Employee Support

• Ensure timely resolution of client and staff inquiries and concerns.
• Provide backup coverage for administrative duties as needed, including answering phones, data entry, and general client support during staff absence and otherwise when needed.
• Manage employee milestones and recognition by coordinating special projects (e.g., holiday events, pizza parties, etc.).

Marketing & Communication

• Assist with marketing initiatives including leading social media efforts and creating content that reflects the company brand.
• Collaborate on setting and achieving business goals, driving practice profitability, reducing expenses, and optimizing processes.

Additional Duties

• Supervision and management of administrative employees.
• Demonstrate a commitment to professional growth and remain adaptable to other responsibilities as assigned by leadership.

Required Knowledge, Skills and Abilities:

• Cultural awareness and respect
• Leadership skills and the ability to have difficult conversations that are constructive
• Skilled in telephone, email and face-to-face communication
• Excellent organization and time management skills
• Skilled in patience and perseverance
• Confidence to work independently coupled with openness to constructive feedback
• Skilled in problem-solving without explicit guidance
• Strives to be flexible and adapts well to change, and encourages others likewise
• Responds resourcefully to new demands and challenges
• Knowledge of basic spreadsheets
• Knowledge of basic insurance terms
• Ability to demonstrate positive team interactions with other clinic staff
• Confidential
• Ability to prioritize tasks
• Detail oriented
• “Tech savvy” with basic troubleshooting of printers/computers

Preferred Qualifications:

• Bachelor’s Degree
• Experience working in healthcare or mental health settings preferred
• Billing experience preferred

Conclusion:

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by professionals within this position but is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person