Lifelong Access

Office Manager (Pediatric Clinic)

Bartonville, IL - Full Time

Our mission at Lifelong Access is to connect individuals with developmental disabilities to their community by helping them break down barriers through a lifetime of meaningful supports. From birth to end of life, Lifelong Access provides a continuum of services and supports for families, children, teens, and adults including residential housing, vocational development, supported employment, high school transition, behavioral health counseling and services, and a wide variety of pediatric therapy supports. Guided by our Core Values, our team members have a strong drive and big hearts for improving the lives of others; a place where we support each other and the individuals who put their trust in us.

Lifelong Access is seeking an Office Manager to ensure that the front office operations are running smoothly, efficiently and with a high level of customer service. The Office Manager serves as the first point of contact at our pediatric clinic for clients, families, and visitors. This role is essential in ensuring a welcoming and organized environment, providing administrative support, and when necessary, coordinating client care with therapists and other staff. Position will handle highly confidential information. This position may also assist with the planning and execution of projects and events. As the largest provider of pediatric therapy services in McLean County, we are excited to continue growing our program with an exceptional team of professionals. Work with a caring, compassionate, and friendly team of professionals. Come see why we love what we do!

Pay:                $21/hour
Job Type:       Full-Time

Primary responsibilities include:
  1. Manage all front office operations efficiently and with excellent customer service. 
  2. Greet visitors, answer a high-volume of incoming phone calls and assist staff and all families with questions.
  3. Purchase office supplies and equipment. Maintain proper stock levels.
  4. Set up and maintain Bartonville office coffee/drink stations on a daily basis.
  5. Schedule, confirm, and modify appointments for therapy sessions when needed.
  6. Process client check-ins, verify insurance information, and collect copays or payments. Ensure proper documentation is completed. 
  7. Coordinate with the billing department on client payments, insurance claims, or any discrepancies.  
  8. Manage therapy room scheduling.  
  9. Process incoming and outgoing mail while also maintaining an internal mailbox setup as staff change. 
  10. Accept and distribute deliveries. 
  11. Follow opening and closing procedures for the building.
  12. Assist the site director with management and implementation of the following clinic operations:
    1. Security & emergency plans.
    2. Management of clinic office and operational supplies.
    3. Management of clinic spaces.   
  13. Complete copying, scanning, faxing, shredding for program needs as requested. 
  14. Complete data entry tasks as needed. 
  15. Coordinate with staff members at Jacobssen front desk on a regular basis.
  16. Assist with the planning and executing of projects and events when assigned.
  17. Complete Behavior Technician training.
  18. Provide direct therapy for open shifts for ABA clients, when necessary, with emergency staff call-offs
  19. Seek, communicate, and scheudle available staff to cover open shifts for ABA sessions during open office hours on weekdays.
  20. Participate in an on-call rotation for emergency staff call-offs during open office hours on Saturdays.
Qualifications:
  • Minimum of high school diploma or GED.
  • Previous experience working in an office setting, preferably in a medical environment.
  • Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook and PowerPoint. 
  • Strong organizational skills and attention to details. 
  • Excellent time management skills with proven ability to meet deadlines. 
  • Ability to work effectively despite interruptions and distractions. 
  • Ability to function and work both independently and as a collaborative team member. 
  • Effective listening and interpersonal communication skills. 
  • Valid Illinois driver’s license with safe driving record. 
  • Current proof of automobile insurance. 
Working Conditions    
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually moderate.

Physical Requirements 
The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Requests for reasonable accommodations will be reviewed to enable individuals with disabilities to perform the essential functions. 
While performing the duties of this job, the employee is frequently required to sit on chairs, stools, and floor; stand; walk; stoop, kneel, crouch or crawl; frequently required to manipulate fine motor toys with children; and converse with adults and children - some who might be difficult to understand.  The employee is occasionally required to climb; taste or smell.  The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds.

Here are some of the benefits we will offer you:
  • Collaborative work environment between ABA, Speech, PT & OT teams
  • Localized management
  • Supportive and positive work environment
  • Professional development and training opportunities
  • Flexible schedule options
  • Partial work from home options
  • Comprehensive benefit plans
  • Paid time off including vacation, personal time, and holidays.
  • Some relocation assistance may be available. 
  • Read more in our Employment Brochure
Lifelong Access is an Equal Opportunity Employer. 
Apply: Office Manager (Pediatric Clinic)
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