Office Manager

Description
We are seeking an experienced Office Manager to provide supervision and coordination of office operations, including quality assurance and standards compliance, for Lumibility Kidsteps Early Intervention services.   

 

Essential Job Functions:

• Directs all aspects of Kidsteps office roles and functions.
• Ensure personnel needs of Kidsteps office are met through effective candidate screening and hiring of office department staff. 
• Ensure Kidsteps’ office operations demonstrate best practice and comply with Lumibility policies, procedures and all applicable federal and state laws, and regulations governing the Connecticut Birth to Three system.
• Lead office team meetings, remote or in person
• Provide overall supervision of office department by ensuring effective training, scheduling and performance evaluation/performance management.
• Complete timely review and approval of payroll and expenses, ensuring accuracy and adherence to Lumibility policies.
• Enact data-driven strategies to maximize efficiencies and support staff to adjust their practices and meet the established agency performance target. 
• Conduct regular and ongoing formal and informal performance conversations for staff under your direct supervision to build employee engagement, develop employee skills and ensure employees adherence to agency policies and procedures.
• Implement fair, equitable and constructive feedback mechanisms to address performance concerns, adhering to Lumibility policies and procedures. 
• Lead a remote or in-person office team by conducting individual and group meetings on a regular basis (either via videoconference or in person, as appropriate), offering guidance as needed, and improving and maintaining the office operations procedures to optimize efficient workflow.
• Oversee activities related to billing and claims processes to ensure compliance of State of CT, Medicaid, and Insurance regulations and measures regarding Birth to Three services.
• Monitor new referral intake and scheduling, record management, and release of records.
• Ensure maintenance, timely completion and distribution of all required and requested Kidsteps’ reports to assist in monitoring compliance, program capacity, staff productivity, self-auditing, and other operational functions.
• Respond to all communication in a timely and professional manner
• Provide technical assistance with electronic record systems. 
• Promote and represent Kidsteps in statewide meetings, committees, etc., as assigned. 
• Coordinate the purchasing of office supplies and program materials for the Birth-to-Three program.  
• Maintain documentation for Independent Contractors to ensure compliance with Lumibility policies, and all applicable state, federal, and insurance laws.  
• Assist Kidsteps leadership team with projects as needed. 
• Contribute to strategic planning and implementation of decisions/policies made as a member on Kidsteps leadership team
• Manage the Kidsteps lending library of materials and resources
• Assumes other duties assigned by the Chief Program Officer and Director as needed.

 

• Associate degree required, bachelor's degree preferred in business or related field.
• 5-7 years’ experience in office administration required with 3-5 year of supervisory experience.  Other combinations of education and experience will be considered.  
• Demonstrated ability to provide effective leadership and build community partnerships.  
• Ability to demonstrate effective communication, cultural sensitivity, and interpersonal skills necessary to provide guidance and instruction to families and staff
• Possess proficiency in computer skills and applications
• Must have a valid United States driver’s license with an acceptable driving history as defined by Lumibility’s policy and reliable transportation
• Must have reliable internet access, cell phone, and transportation
• Bilingual (Spanish) preferred.