Office Administrator

Steppingstone - Fall River, MA

Full-time - Entry Level

Fall River, MA

Nursing and Residential Care Facilities

About the position

The Office Administrator at Steppingstone Inc. plays a crucial role within the Program Team, responsible for a variety of office-related duties that are essential for the smooth operation of the organization. This position involves the administration of program record keeping, consumer documentation, database collection, and various monthly billings, as well as handling office finances. The Office Administrator is expected to maintain a flexible schedule, which may include both first and second shifts, depending on the needs of the organization. The agency reserves the right to adjust shifts as necessary to meet operational demands. In this role, the Office Administrator will greet and assist visitors, conducting screenings to determine consumer eligibility for services. They will prepare all necessary paperwork associated with the intake and admission process, provide scheduling support by booking appointments, and conduct consumer orientations regarding program services and requirements. Additionally, the Office Administrator will be responsible for program billing, report preparation, purchasing, and maintaining spreadsheets. They will also make referrals for supportive services for consumers and collect fees associated with treatment, ensuring accurate tabulation of consumer fee cards and submission of fee reports. The Office Administrator will assist the Finance Department with various accounting functions, including accounts receivable and payable, third-party billing, bank deposits, and reconciliations. Maintaining all assigned office equipment in a clean and functional condition is also part of the job. The Office Administrator will ensure that all files, records, and databases are organized and maintained efficiently. They will address and resolve a variety of questions and problems that arise within the scope of their responsibilities and will communicate any consumer concerns to the clinical team. The role may also require the ability to respond to emergencies, including climbing stairs and contacting emergency services as needed.

Responsibilities

• Greet and assist visitors.
• Conduct screening to determine consumer eligibility for services.
• Prepare all paperwork associated with the intake and admission process.
• Provide scheduling support by booking appointments.
• Perform consumer orientation on program services and requirements.
• Responsible for program billing, report preparation, purchasing, and spreadsheets.
• Make referrals associated with supportive services for consumers.
• Collect fees associated with consumer treatment.
• Tabulate consumer fee cards and submit a fee report.
• Assist the Finance Department with accounting functions including accounts receivable and payable, third-party billing, and bank deposits.
• Maintain all assigned office equipment in a clean and workable condition.
• Ensure all assigned files, records, and databases are maintained in an orderly and efficient manner.
• Answer and resolve a variety of questions, problems, and informational requests.
• Observe and identify consumer concerns and communicate with the clinical team.
• Respond to emergency situations by contacting Fire, Rescue, Police, and Medical services.

Requirements

• Associate degree in business management preferred.
• Minimum of two years of experience with office management in billing Managed Care Organizations/third party billing required.
• Superior attention to detail and organizational skills.
• Strong analytical skills and computer skills.
• Excellent verbal and written communication skills.
• Good working knowledge of computers, electronic health records, and data collection.
• Valid driver's license due to business-related travel.

Nice-to-haves

• Experience with Microsoft Excel for at least 2 years.
• Experience in managed care for at least 2 years.

Benefits

• Health insurance
• Dental insurance
• Flexible spending account
• Paid time off
• Parental leave
• 401(k) matching
• Life insurance
• Referral program