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Administrative Residential Office Manager job in Philadelphia at Public Health Management Corporation

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Administrative Residential Office Manager at Public Health Management Corporation

Administrative Residential Office Manager

Public Health Management Corporation Philadelphia, PA Full-Time
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Interim House, Inc., a comprehensive substance use program for women, located in West Mt. Airy, is seeking an individual to serve as our Administrative Residential Office Manager and provide direct support to the program director. The person in this position will be someone with a warm, friendly personality who is comfortable working at the front desk, answering the phone, greeting visitors to the facility, interacting with IHI employees, program participants, volunteers, PHMC staff and other agency personnel both in person and on the phone. This person will also provide administrative support to the program director, supervise the part-time outpatient administrative support staff and handle a wide variety of administrative and managerial tasks to help ensure the smooth flow of program administrative operations.


  • Strong organizational skills; ability to multi-task
  • Ability to relate to clients in a calm and professional manner
  • Strong computer skills, including WORD processing and Excel
  • Ability to meet and deal effectively with employees, clients and the public
  • Ability to maintain records, prepare reports and compose correspondence
  • Ability to take and distribute board meeting minutes
  • Good aptitude for figures
  • Pleasant personality and voice for telephone work and internal interaction 
  • Accurate typing 
  • Dependable


Front Desk Duties:

  • Greet all visitors in a friendly and professional manner
  • Sort and distribute mail for staff and program participants
  • Answer phone and direct calls to appropriate staff
  • Update staff “white board” indicating weekly staff / program activities/ staff schedules
  • Sign program participants in and out of facility
  • Address program participant concerns and direct to appropriate staff

Administrative / Management Duties:

  • Supervise IOP/OP part-time administrative clerk
  • Distribute and monitor TD Bank gift cards to Peer Mentors once a month and submit requests for re-imbursement to PHMC including signed documents.
  • Distribute IOP Incentives each week and ensure verification of receipt when replenishing supply
  • Perform all RES & HWH filing, including opening and closing charts.
    • Open charts within two (2) business days
    • Close charts within two (2) weeks
    • Ensure all pre-filing documents are filed in charts by the end of the week
  • Every Monday (or next business day if holiday), ensure all Client Activity Logs are removed from RA log and replaced with new sheets that are completed with client full name on both sides.
  • Assist with chart audits and licensing and credentialing preparation
  • Process request for medical records
  • Obtain client personnel records
  • Process all invoices via PHMC Portal (DMS) System PRF’s and track and follow up payments as needed
  • Distribute SEPTA ONE-TRIP PASS and reconcile at end of month; replenish SEPTA PASS with verification of SEPTA ONE-TRIP used
  • Oversee and distribute petty cash and reconcile month-end receipts
  • Submit Program Director Visa receipts to PHMC each month
  • Handle requests for chart information for RES/ HWH from outside entities for all former clients
  • Attend all IHI Board of Director Meetings and ensure Meeting Minutes are taken and completed within one month of meeting.
  • Other duties as assigned

PHMC Liaison Specific Duties:

  • Serve as primary liaison for IHI to PHMC HR Department
  • Coordinate all new hire processing and maintain communication with applicant, including:
    • Ensure new hires complete online Job Application link
    • Ensure new hire submits cover letter, resume
    • Ensure new hire completes Child Abuse, Criminal Record and FBI Clearances
    • Ensure new hire signs Job Description
    • Ensure new hire sign Special Payroll form, if applicable
    • Provide updates on status of new hire process once per week
  • In conjunction with PHMC staff, that all employees meet credentialing requirements.
  • Maintain “new hire” file for all new applicants and ensure employees complete required paperwork
  • Complete Notice of Termination Form for all special payroll consultants within three days of termination

Office Equipment Duties:

  • Ensure Copiers/Fax Machines/Shredder are operating properly; request service when needed
  • Ensure phone are operating properly; request service when needed
  • Ensure Postage Machine is operating properly and ensure adequate postage available at all times.
  • Ensure camera is kept secure and staff sign in and sign out when in us

Word Processing / Typing:

  • General correspondence
  • Assist in Power Point Presentations under direction of program director
  • Special Reports/Tables on PC
  • Perform other and general clerical duties as assigned
  • Update all program forms, when needed


  • Minimum two years in a related setting

Education Requirement:

  • Minimum High School Diploma or GED; college degree preferred


  • Commensurate with education and experience

Days & Hours per week:

  • Monday through Friday, 8:30am to 5pm

FLSA Classification: Non-Exempt

  • This position is classified as salaried non-exempt in accordance to FLSA standards.

Recommended Skills

Clerical Works
Computer Literacy
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Job Snapshot

Employee Type



Philadelphia, PA

Job Type

Customer Service, Management, Admin - Clerical


Not Specified

Date Posted

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