Office Manager

Company Description NAMI Southeast Louisiana supports individuals affected by mental illness and those who care about them through education, advocacy, and direct services. NAMI Southeast Louisiana helps individuals and families impacted by mental illness, fostering a supportive community and promoting better lives for all . NAMI Southeast Louisiana advocates at local, state, and national levels for equitable access to healthcare, housing, education, and employment for people with mental illness. The organization is also committed to reducing stigma and increasing funding for research into the causes and treatment of mental illness.

Role Description:

The Office Manager ensures smooth operation of daily office operations by providing administrative support, addressing incoming phone calls, maintaining organized records and performing basic accounting functions.

Responsibilities:

Administrative Supportive Services

• Adherence to the NAMI vision, mission, and core values, as well as the established program mandates and guidelines.
• Performs reception services acting as first point of contact, answering incoming calls, transferring to appropriate staff, talking/ distributing messages, greeting visitors, handling requests for information and directing community members to appropriate resources
• Maintains all office functions as in services being met, machinery in working order.
• Distribute incoming faxes to staff as requested, send faxes.
• Picks up mail and parcels, runs outgoing mail through postage meter and delivers to Post Office.
• Maintains office supplies placing orders, purchasing, receiving orders and stocking shelves.
• Photocopies and scans documents for staff, as required.
• Provides support to internal staff and customers responding to specific requests for information such as organizing information, answering telephone calls, greeting visitors, etc.
• Makes decisions within established instructions and refers others to the Deputy Director.
• Maintains company’s filling system for financial back-up, contracts, licenses, community programs, NAMI programs, and inter-office reports

Credentialing and Provider Enrollment

• Coordinate provider credentialing and enrollment with Louisiana Medicaid and insurance companies.
• Complete and submit provider enrollment applications, credentialing forms, and required supporting documentation.
• Track credentialing applications, monitor application status, and follow up with insurance companies and Medicaid plans regarding pending applications or additional requirements.
• Maintain and update provider credentialing records, including licenses, certifications, and other required documentation.
• Assist with provider recredentialing, renewals, demographic updates, and maintaining accurate enrollment information.
• Communicate with insurance representatives and internal staff to address credentialing questions, resolve issues, and ensure required documentation is submitted.
• Maintain organized credentialing files and track provider enrollment status to support compliance and timely processing.
• Conduct monthly provider exclusion screenings using the Office of Inspector General (OIG) and Louisiana Department of Health (LDH) search databases to identify potential exclusions related to Medicaid fraud and verify provider eligibility for participation in federally funded healthcare programs.

Finance

• Submits deposits through Positive Pay, an electronic bank deposit platform.
• Delivers documents to the bank, as required.
• Scan financial documents, file and forwarding to bookkeeper

Human Resources

• Organizes and maintains employee files and records ensuring compliance.
• Maintains employee PTO file.
• Ensure all newly hired employees receive welcome packet.
• Prepares new policy/procedure documentation.

Qualifications

• High School diploma or equivalent
• Knowledge of MS Office (Word, Excel, PowerPoint, Access and Outlook)
• Good communication skills to deal effectively with employees as well as with community members to provide information
• Ability to operate a computer, related software and a telephone, as well as a fax, photocopier, printer, calculator, postage machine and scanner
• Problem solving skills required to use well-established procedures to provide reception and administrative support services
• Versatile skills required to adapt to a variety of tasks and situations to perform the duties of the job

Working Environment:

This position is primarily located in an office setting with some exposure to deadlines, multiple demands, and distractions/interruptions. Some weekend work may be required.

Physical Demands:

This position does require lifting and moving materials of up to 25 pounds.

Other Duties :

This job description may not encompass all tasks and responsibilities, and duties may change with or without notice.