Office Manager

What you'll do day to day

You're the person people call when they need something. And that's exactly what this role is about: being the primary point of contact for the office in Pittsburgh, PA. You'll handle the front desk, answer and direct calls, sort mail, and make sure visitors and staff get what they need.

But it goes deeper than that. You'll support program leadership directly ; ordering office supplies, doing community outreach, keeping staff in the loop, and filling in during meetings when schedules clash. You'll take notes, write up meeting minutes, and tackle whatever projects come up. Occasionally, you'll sit in on employee coaching or discipline meetings.

On the compliance side, you'll help manage data in HR and training spreadsheets, guide staff on using the electronic medical records system correctly and on time, enter authorization lines for consumers into that system, and support everyone with payroll tools.

Paperwork is a big piece. You'll receive consumer insurance info and required documents, build out a consumer plan of care timeline, attend ISPT meetings and finish the related paperwork, send out authorization packets, attach the right paperwork to services for approvals, and comb through expense reports and petty cash records.

Every interaction reflects the company's brand. That means keeping professional working relationships and staying positive with candidates and employees, all while living out the company's mission, vision, and values.

You'll also keep growing. That means participating in ongoing supervision, training, and executive team meetings as outlined by policy. And always ; always ; interacting ethically and respectfully with consumers, coworkers, and everyone else. Follow policy, keep boundaries, and treat people right.

Other tasks will come up, too. That's the nature of the job. Things shift, and you roll with it.

What you need to bring

• Experience working in an office environment ; handling phones, managing supplies, juggling multiple requests
• Comfort with electronic medical records and payroll systems (training is available, but familiarity helps)
• Solid organizational skills. You keep track of deadlines, documents, and details without dropping things
• Good judgment. You know when to ask questions and when to handle it yourself
• A professional, respectful approach. You interact with people from all backgrounds and keep your cool
• Willingness to travel up to 25% of the time between locations in Pittsburgh, PA

Physical expectations

You'll be stationary about half the time. The rest involves moving around ; inside an office, clinic, school, or community setting. You might need to go up and down stairs, operate a computer or copier, and carry supplies or materials. You'll communicate frequently with people face to face, over the phone, or through video. And you'll need to recognize and handle data accurately.

Work environment

This role works in a clinic, BHRS office, or community setting. It's a mix of desk work and being out and about.

Supervision

This position does not supervise anyone.

This job description covers the main duties and expectations, but it's not an exhaustive list. Duties, responsibilities, and activities can change at any time. Reasonable accommodations are available for individuals with disabilities who can perform the essential functions.