OFFICE MANAGER

Job Description:\n\nJob description Mercy Pet Hospital is looking to hire an Office Manager to join our team! Mercy Pet Hospital, Inc. consists of two privately owned and operated veterinary hospitals in the Sacramento, CA area. This position is for the Citrus Heights location. Position Overview The Office Manager (OM) oversees daily operations of the hospital. The OM must hold the highest regard for maintaining a healthy, safe, and cohesive work environment while also maintaining legal and ethical continuity within the practice. We are seeking a OM who will lead by example and maintain a professional, upbeat demeanor. The OM is responsible for the success of the hospital in the following areas: client care; client and staff retention; staff job satisfaction; successful onboarding and continued training of staff; scheduling; interactions with outside hospitals, animal care groups and specialists; building maintenance and compliance; OSHA compliance; productivity and profitability. The OM will also be responsible for the daily accounting of transactions with clients, transactions with clients, banks, suppliers, and personnel. The Office Manager may coordinate purchasing and bookkeeping for the practice and may act as a liaison between the Hospital Administrator, Practice Manager and the hospital team. Management is headed by the practice owner/ hospital administrator and a Practice Manager whom you would be working closely with. A Medical Director, Inventory Manager, Office Manager for Fair Oaks, and lead technicians complete our management team as we work together to share the duties of running the hospitals. Location Mercy Pet Hospital is a family of full-service, privately owned, progressive hospitals in the Sacramento Area. We have two locations in Citrus Heights and Fair Oaks, California. As one of the oldest cities in California, Sacramento is home to historical landmarks and parks. Whether you are visiting the State Capital or Sutter’s Fort, the city is rich in history. Make sure to stop in one of our farm to table restaurants, local breweries, or art galleries before watching the sun set along the river banks. Here in Sacramento, there are numerous activities for people of all ages to enjoy- whether you love hiking, kayaking, paddle boarding, horseback riding, the possibilities are endless! Plus we’re only a short jaunt away from beautiful Lake Tahoe and the bustling city of San Francisco. Practice Overview At Mercy Pet Hospital, our primary focus is small animal health. We specialize in dogs and cats. It is our goal to deliver the highest quality veterinary services in a compassionate environment, while providing the most positive and rewarding work atmosphere. While we place an emphasis on our patient’s care, we also recognize the importance of supporting and taking care of our staff. We encourage our staff to relax and recharge when they are off the clock– which is why there are no on-call or emergency hours! We provide flexible scheduling, so you don’t miss the opportunity to be at a family or friend’s milestone. What’s In It For YouCompetitive hourly wageIRA plan with 3% matchPaid time offPaid HolidaysPaid sick daysHealth insurance stipend with great competitive plansHSA and FSA availableDental and Vision plans offeredLife insuranceLong Term Disability InsuranceCE stipendState Licensing fees covered for licensed employeesPet Care Discount Qualifications Education Requirements - Preferred: Minimum of an Associate’s Degree (A.A.) from a two-year college or university or a minimum of two years related experience and/or training or equivalent combination of education and experience. · Typing Skills required · Computer knowledge required; comfortable with Word, Excel, Quickbooks, and use of communication tools such as Texting and email. Experience Requirements · Preferred: 2+ years management position in a veterinary practice · Previous HR and staff management · Sound judgement in decision-making · Capable of leading, managing, and coaching staff at all levels · Excellent interpersonal communication skills · Solid math and Excel/spreadsheet skills Language and Communication Skills - Fluently speak, write and read in English - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. - Ability to write routine reports and correspondence. - Ability to speak effectively before groups of customers or employees of the organization. - Ability to communicate effectively with clients to help calmly and professionally resolve any issues that may arise Computer Skills - Must be experienced with basic computer and printer tasks and operations. - Experience with various veterinary software is helpful. - Contact computer support and assist with maintenance as needed. Office Equipment Skills - Must be proficient in use and basic trouble shooting of standard office machines, fax, copier, credit card terminal, printers and multi-line phone system. - Coordinate any equipment repair needs with the Practice Manager. - Maintain office supplies and upkeep for front office area equipment. Mathematical Skills - Ability to calculate figures and amounts such as discounts, percentages, and volume. - Ability to apply concepts of basic algebra and geometry. - Must possess good money handling abilities. Reasoning Abilities - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. - Ability to deal with problems involving several concrete variables in standardized situations. - Ability to examine situations in a neutral manner to determine the best course of action for the whole, not just an individual. Personal RequirementsGenuinely enjoys working in veterinary medicine and the environment that goes along with working with animals.Be flexible in work scheduling as the needs of the hospital are ever-changing. Be available by cell phone most times.Be attentive to the supportive needs of staff as individuals in the quest to build a team environment.Be able to handle stress and maintain a professional demeanor at all times.Be organized and able to proficiently work through a high work load.Lead by example.Physical Effort: Work requires the ability to exert a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects and boxes; good limb agility a must. Tasks require some bending, stooping, crouching, and reaching. Must be able to physically operate a variety of small office machines and equipment including computers, office equipment, telephones, etc.Working conditions: May be exposed to unpleasant odors, noises and animal feces and urine. May be exposed to bites, scratches and contagious diseases. What you will be working on: Human ResourcesSupervises all staff members and acts as support when needed to any position in the hospital.Understand and apply the legal implications in the hiring process. Maintain a pool of qualified applicants to maintain an optimal staffing level at all times. Reviews staff applications, screens applicants, and narrows the applicant choices through the interview process.Hires applicants with the approval of the Practice Manager or Hospital Owner.Handles performance evaluations for all team members, introductory, annual and performance counseling as needs arise individually.Maintains employee filesHandle fair and consistent discipline to employees as necessary as well as all related documentation. Must inform and/or discuss with the Practice Manager first unless incident requires immediate action.Discharging or firing of staff members as well as understanding the legal implications during the process while making decisions accordingly. Must inform and/or discuss with the Practice Manager first unless incident requires immediate action.Completes all staff scheduling promoting the best use of staff during peak hours as well as compensating the schedule for slower times.Oversee or help prepare employee evaluations and keep documentation in the employee files.Ensure onboarding and educational plan for each individual employee are being completed. Ensure that credentialed employees are meeting their educational requirements.Implement all training programs related to employee training, including employee development, safety, OSHA, sexual harassment training, biomedical, and radiation training as well as all related documentation.Plan and conduct all staff meetings in cooperation with the Practice ManagerMonitor staff productivity.Manage staff time clock hours.Ensures Workers Comp or Disability procedures are followed.Maintain compliance with hospital manual, policies and procedures.Update and train employees on policies and procedures in accordance with the manual.Act as a liaison between doctors and team members.Keep Practice Manager informed of all potential conflicts.Communicate attendance issues to the Practice Manager ProductivityOrganizes appointment scheduling to maximize productivity and profitability.Function as a contact person for clients concerning complaints or problems that the client may be experiencing with the hospital.Direct front office staff through structuring, scheduling, motivation, and education to produce the highest level of client satisfaction possible from services the reception team provides.Continually review and modify systems and procedures to ensure optimal service to clients and discuss with the Practice Manager.Follows the hospital's stated goals and methods for attracting and retaining clientsOversee the organization of all client correspondence including reminders, statements, thank you cards, sympathy cards, welcome cards, call backs, etc.Oversee client satisfaction feedback and polling. AccountingCheck invoices daily for accuracy.Prepare and oversee bank deposit daily and cash drawer management.Take Bank deposits to the Bank at least weekly.Monitor accounts receivable and ensure that employees and clients are complying with guidelines for payment arrangements.Monitor Doctor Discounts monthly and communicate this with them. Building/Property ManagementAbility to troubleshoot problems with medical or computer equipment to assess if it can easily be fixed or needs to be brought to the attention of the Practice Manager.Oversee the schedule for hospital maintenanceOversee/Coordinate/ Communicate with Practice Manager regarding all repair, maintenance and upkeep of the building, property, and equipment within the practice.Maintains a facility that is visually appealing to clients and staffMaintain a facility that follows safety guidelines for OSHA, HRS, Worker’s Compensation, Department of Regulations, Fire Department, and Security. Culture and Work EnvironmentCommunicates the practice's values and mission to the teamMotivates staff, and helps build and maintain morale. Maintains and completes staff appreciation schedule.Upholds core values and standardsHolds regular staff meetings, including a component of mandatory training on standards of service and standards of carePromotes a cooperative working environment among staff members; understands the value of teamworkIs enthusiastically willing to perform as necessary to help the hospital function as a unitServes as a representative of the hospital, displaying courtesy, tact, consideration, and a positive attitude in all interactions with clients, patients, other members of the staff and veterinary community Other DutiesAssist and fill in when vacant positions arise or when hospital flow warrants.Monitor staff periodically throughout the day, encourage productivity and positivity, discourage behaviors that may be detrimental to the positive atmosphere of the work environment.Refrain from negative talk, gestures, implied attitudes that reflect poorly on the hospital.Oversee management of coupon programs to minimize loss and maximize product or monetary reimbursement to the hospital.Ensure proper housekeeping for reception/exam area and front of the building.Oversee supply requests to maximize supplies while adhering to good inventory rules.Schedule and lead reception department meetings that promote the best attendance and positive team.Ensure that the technician department is scheduling regular team meetingsParticipate in regular meeting with the Mercy Pet Hospital management team.Participate in Doctor Meetings.Conduct regular all staff meetings and training.Understanding and proficient familiarity with Impromed Veterinary Software with the ability to manage or make changes in the system when needed.Understanding and proficient familiarity of hospital e-mail system to oversee proper use and troubleshoot simple problems.Be able to prioritize queries, requests and tasks on a short-term and long-term basisAssist the Hospital Manager or Practice Owner with other duties as needed We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law. Job Type: Full-time Salary: $29.00 - $31.00 per hour Benefits: 401(k)Dental insuranceEmployee discountFlexible spending accountHealth insuranceHealth savings accountPaid time offVision insurance Schedule: 8 hour shiftMonday to Friday Ability to commute/relocate: Citrus Heights, CA 95621: Reliably commute or planning to relocate before starting work (Required) Experience: Veterinary hospital: 2 years (Required)Administrative experience: 1 year (Required) Work Location: In person