Office Manager - Outpatient Services

Description

Description:

The Receptionist III (Office Manager) at Tatum Psychology Employment Group oversees Receptionist I and II staff and provides reception coverage as needed. This position performs administrative duties including inventory management, provider coordination, billing and clerical support, conducts office budget planning, and manages purchase order requests. The Receptionist III (Office Manager) owns the company-wide mailing system and supports the HR department with new hire onboarding. This position requires strong customer service, organization, and leadership skills. The Receptionist III (Office Manager) works under the supervision of the Program Manager and does not provide medical, nursing, or therapeutic services.

ESSENTIAL FUNCTIONS:

1. Leadership & Oversight

• Oversees Receptionist I and II staff; provides reception coverage as needed.
• Participates in team meetings to address office and patient concerns.

2. Administrative & Financial Operations

• Performs administrative duties including inventory management, provider coordination, billing, and clerical support.
• Conducts office budget planning and manages purchase order requests.
• Owns the company-wide mailing system, including sorting, distributing, scanning, and lockbox processing.

3. HR & Onboarding Support

• Supports the HR department by checking in weekly new hire onboarders.
• Other duties as assigned.

ADDITIONAL FUNCTIONS:

1. Performs other duties as may be assigned.

2. Follows and supports TPEG policies and procedures.

3. Works collaboratively and cooperatively with internal and external partners.

4. Represents TPEG, Inc., by embodying the mission, vision and values of the organization.

5. Travels occasionally during the workday and on occasional overnight stay. (Compensation for mileage, food and lodging 

provided.)

6. Maintains regular attendance at work and company activities and demonstrates punctuality regarding 

deadlines.

7. Displays creativity and vision in recommending new tactics and strategies.

8. Expands and updates job knowledge through educational opportunities and professional learning.

The description of job functions reflects general details as necessary to describe the principal duties, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Employees who hold this position may be asked to perform other duties as assigned.

Requirements

MINIMUM QUALIFICATIONS:

1. EDUCATION: High School Diploma, or GED.

2. SKILLS: All Receptionist I & II skills, plus demonstrated ability to oversee front office staff, manage administrative and budget functions, 

process purchase orders, and support HR onboarding.

3. OTHER EXPERIENCE / SKILLS REQUIRED: 2 years of internal experience and 1 year of external experience, or 3 years of external experience and 6 months of internal experience. Bilingual in Spanish and experience working in a healthcare facility, mental/behavioral health, or treatment facility setting highly preferred.

• Familiarity with equity and/or diversity initiatives within an organization.
• Written and oral communication skills sufficient to perform essential functions.
• Demonstrated ability to establish and maintain cooperative working relationships with other staff, supervisors, managed health care 
• clinicians, and medical/mental health professionals.
• Demonstrated ability to make decisions independently and use initiative to accomplish complex assignments with general instruction and 
• guidance.
• Demonstrated ability to exercise judgment and integrity on the job with confidentiality, tact, and diplomacy.
• Demonstrated ability to organize time and other resources to perform multiple tasks.
• Demonstrated ability to complete work accurately and in a timely manner with attention to detail.
• Demonstrated ability to work well with others and to provide effective team leadership.
• Proficiency in word processing and database and/or spreadsheet applications.
• Physical and mental attributes sufficient to perform essential functions.
• Demonstrated ability to recognize merit, excellence and intelligence in staff and potential employees.
• Valid Driver's License / Clean Driving Record

PREFERRED QUALIFICATIONS:

1. Proficient in English Language

2. Proficient communicator

WORKING CONDITIONS:

1. Work settings vary from offices, program sites, and stakeholder locations

2. Travel modes can include the use of company or personal transportation