Caminar Careers

Position Title:Business Office Manager

Program/Dept:             MHRC

Reports to:                               Facility Director

Classification:Regular, Full-Time, Non-Exempt

Salary Range:$74K+ DOEE + Full Benefit Package

Position Description: Under supervision of the Facility Director, the Business Office Manager provides general office support to management and staff of the program. In addition to providing general administrative and programmatic support, the position requires assisting and interacting with individuals with severe mental illness.

Essential Duties & Responsibilities:

• Ensure that various administrative tasks are completed in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls, and maintaining both electronic and hard copy program files as needed. File management responsibilities include handling confidential and otherwise sensitive company documents.
• Receive and distribute all incoming mail and coordinate outgoing mail, including courier services, postage, and interoffice mail distribution.
• Under direction of Facility Director, process/compose correspondence/reports; Create and modify documents using Microsoft Office applications.
• Maintain the appearance and general organization of the office area.
• Assist with payroll, billing documentation preparation, and monthly operations reports.
• Coordinate and maintain records for staff office space, phones, parking, company credit cards and office keys.
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Conduct quarterly safety inspections and required disaster drills as outlined in Health & Safety Plan.
• Act as primary point of contact on use, maintenance, and record-keeping for all program vehicles.
• Maintain office equipment, (telephones, copiers, faxes, etc.) and respective service contracts. Research, price, and purchase supplies. Liaise with all vendors, maintaining the vendor list, and scheduling vendors for services, as needed and approved by Facility Director.
• Arrange training for new employees on use of office equipment and standard office procedures including computer use, such as email use and policy, technical navigation and problem solving. Work with IT department to resolve computer and service problems.
• Order office supplies with supervisor approval and maintain the supply closet, keeping it organized and stocked appropriately. Maintain an inventory of hospitality supplies and reorder as needed.
• Assist with organizing meetings and arranging conference space. Participate in planning and organizing special events.
• Attend and participate in staff meetings and in-service trainings as assigned.
• Participate in promoting a safe, healthy, and clean working environment at all times consistent with applicable laws, industry standards and the agency’s own Health & Safety Program.
• Complete and submit accurate time sheets and absence reports to program management in a timely manner.
• Drive own or agency vehicle to main office or on various errands, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; always comply with agency vehicle policy.
• Actively nurture and advance the cooperative, harmonious and teamwork-oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies, and procedures.
• Perform other related duties, responsibilities and special projects as assigned.

Additional Lead Duties:

• Compiles/Submits Client Documentation for EH/HH/RH Records Requests for i.e., SSA, SMC Subpoenas for Medical Records, as needed.
• Assist PD and AD in review of closed charts for needed documentation for grievances, court appearances, as needed OR -Compile/Review notes in Credible to gather documentation to support responses for Client Grievances and court appearances.
• Support Leadership team in completing and submitting accurate time sheets in a timely manner, as needed.
• Ensure that all client Medi-Cal records are properly maintained, stored, and always kept confidential.

Requirements, Qualifications, Skills & Abilities:

• Must be passionate about Caminar's mission.
• High School diploma or GED is required. Bachelor’s degree is preferred.
• Minimum of two years in the same or similar Administrative Role.
• Knowledge Preferred in Avatar/Credible EHR systems.
• Excellent computer skills in a Microsoft Windows environment including email and Internet navigation required. Experience with Human Service Information Systems strongly preferred. Experience with web-based time and attendance and staff training and development system is strongly preferred.
• Ability to maintain a high level of confidentiality, a professional demeanor and to always represent the organization in a positive manner.
• Must demonstrate acceptable level of maturity, good judgment, and emotional stability.

• Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Customer Service—manages difficult customer situations, responds promptly to customer needs, and solicits customer feedback to improve service.
• Oral and written communication speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills, and conducts meetings.  Completes written correspondence and other formal communications skillfully and professionally.
• Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Adaptability—adapts to changes in the work environment, manages competing demands and can deal with frequent change, delays, or unexpected events.
• Dependability—is consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.

• Safety and security—actively promotes and personally observes safety and security procedures and uses equipment and materials properly

Special Requirements:

• Must be able to meet and receive a criminal records clearance, as required by California Code, Welfare and Institutions Code - WIC § 5405 and Caminar practices.
• This position requires frequent driving.  A valid California driver license, reliable personal vehicle, current personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are all essential job requirements.
• Must be able to pass post-offer, pre-employment medical and drug tests as required under State Licensing regulations and/or agency policies.
• Must obtain and maintain First Aid and CPR certification.

We've Got You Covered 

Medical, Dental, and Vision
Health coverage choices to fit you and your family’s needs. A zero-cost option for employee only and generous contributions to employee and dependent premiums.   

Flexible Spending Account
Receive tax savings on out-of-pocket health care costs.   

Employee Wellness Program
We’ll reimburse you for a portion of your gym/fitness dues.   

Life, Long-term Disability,and AD&D Insurance
Provided at no cost to our full-time employees. Includes an option to purchase additional life coverage for both employees and dependents.    

Paid Time Off
We offer twelve paid holidays and a generous sick and vacation benefit.   

401(K) Retirement Savings Plan
We offer options for both pre-tax and post-tax (Roth) contributions. 
The plan also offers an employer match on eligible employee deferrals at one year of service.   

Commuter Benefits
Commuting to work each day can be expensive. Receive tax savings on your commuting costs!   

Employee Assistance Program
 For whatever issue you might face, our Life Assistance Program offers free, confidential assistance at no cost to you.   

Caminar is a leader in providing innovative client-oriented mental health services.  We are an equal opportunity employer.  Please visit our web site at www.caminar.org   

2600 S El Camino Real Suite 200, San Mateo, CA 94403 | (t) 650.372.4080 (f) 650.393.8922 | www.caminar.org