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Middlesex County, New Jersey

County government in central New Jersey

Office Supervisor

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours
Full-timePerth Amboy, NJ, USA$62k - $68k /yrIn-person

About the Job

Requirements

  • A high school diploma or equivalent is required.
  • A bachelor's degree in Healthcare Administration, Business Administration, Management, or a related field is required.
  • A minimum of six years of supervisory experience is required.
  • Demonstrated experience directing, assigning, training, and evaluating clerical or front desk staff and coordinating high-volume office operations is required.
  • Proficiency with electronic health records, scheduling and registration systems, telephone systems, email, word processing, spreadsheets, and other electronic or manual information systems used by the Center is required.
  • Working knowledge of confidentiality, records management, customer service, office safety, and professional communication practices is required.
  • Ability to work respectfully and effectively with individuals experiencing mental health or substance use concerns, family members, staff, and community partners, including during emotionally charged interactions, is required.
  • Ability to read, write, speak, understand, and communicate in English sufficiently to perform the essential duties is required.

Responsibilities

  • Plan, organize, supervise, and coordinate the Center's front desk, Medical Unit, staff scheduling, registration, telephone, and related clerical operations.
  • Provide direct administrative supervision, coaching, training, work assignments, and performance oversight to front desk and designated clerical staff.
  • Ensure clients and visitors receive timely, respectful, culturally responsive, and confidential assistance from initial contact through check-out and follow-up.
  • Establish and maintain standardized workflows supporting accurate scheduling, registration, insurance and demographic information, records routing, and communication across programs.
  • Coordinate with clinical, psychiatric, case management, billing, quality assurance, security, and leadership staff to remove access barriers and resolve operational concerns.
  • Monitor front desk performance data, staffing coverage, client concerns, workflow accuracy, and service delays; recommend or implement corrective action and process improvements.
  • Protect client privacy and confidentiality and ensure adherence to Center policies, client rights, applicable federal and state requirements, and County procedures.
  • Respond to urgent, disruptive, or unsafe situations by following established procedures and obtaining clinical, supervisory, security, emergency medical, or law enforcement support as indicated.
  • Perform other administrative or supervisory responsibilities related to the role as assigned by the Administrative Director.
  • Support the Center's organizational structure, mission, vision, values, and goals.
  • Respond promptly and compassionately to clients' administrative needs and questions.
  • Collaborate and communicate upward, downward, and laterally to support continuity of care and a cooperative work environment.
  • Oversee client check-in for scheduled appointments and ensure staff verify demographics, client identification, insurance information, and fee or balance collection.
  • Collaborate with billing staff to resolve balance and fee discrepancies.
  • Oversee safekeeping of client payments, review and approve cash sheets, and ensure bank deposit preparation and reporting procedures are followed.
  • Ensure appointment cancellations and rescheduling are completed accurately and professionally.
  • Assign staff to manage incoming faxes and forward them to appropriate staff.
  • Coordinate answering client calls and retrieval and routing of client voice messages.
  • Process medical record requests or assign the task as needed.
  • Train new staff in all front desk operations.
  • Conduct staff performance evaluations.
  • Maintain front desk area policies and procedures.
  • Approve or reject staff time-off requests.
  • Participate in required meetings and training courses.
  • Cover all areas of responsibility when staffing coverage is insufficient.

Desired Qualifications

  • Administrative experience in a medical office is preferred.
  • Experience in healthcare, behavioral health, human services, or a public-sector setting is strongly preferred.
  • Behavioral health confidentiality experience is preferred.
  • Bilingual ability, particularly Spanish, is preferred based on community needs.

About the Company

Middlesex County, New Jersey

County government in central New Jersey

Middlesex County runs local government services for residents and businesses in central New Jersey, spanning public safety, transportation, health and community support. Its programs include REPLENISH, which addresses food insecurity, and the George J. Otlowski Sr. Center for Mental Health Care. The county also maintains parks and public buildings, records property transactions and supports workforce training and economic development. Elected county commissioners oversee its departments, while a county administrator leads the workforce that carries out public programs. Established in 1683, the county government is headquartered in New Brunswick, New Jersey.

Company size
1,001-5,000
Company stage
Not listed
Total funding
Not listed
Headquarters
New Brunswick, NJ
Founded
1683

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