Office Manager - Child and Adolescent Services

Pittsfield, MA

General Description

This position provides clerical and medical record support for the Community Service Agency, and provides supervision over other Client Services Support staff.

Essential Job Functions

  • Provide general reception functions such as greeting guests, and registering of clients, gathering referral data from sources and assignments of cases of referrals to clinicians
  • Address billing and insurance issues with clients who check in for appointments i.e.- requesting co-payments, sliding scale fee payments, MassHealth eligibility verification, address and billing information changes, and obtaining registration information for new and re-entering Brien Center clients
  • File, and manage medical record support such as filing, chart assembly, maintenance, chart location, retrieval and release of information
  • Data Management for required MCE reporting
  • Schedule psychiatric medication/evaluation appointments and track psychiatric referral date when appropriate
  • Answer phone and transfer calls to appropriate programs and personnel
  • Enter Sal Activity Logs on a daily basis
  • Provide general clerical support including but not limited to: typing, photocopying, and mail distribution
  • Provide general office support functions including but non limited to: overseeing waiting room activities, maintaining waiting room area and furnishings, order office/maintenance supplies and maintaining janitorial supply closet

 Other Responsibilities

 Other duties as assigned by Office Manager relating to general operation of the program


  • A minimum of three years office/clerical experience required with supervisory experience in an office setting
  • Medical office experience preferred
  • 1-2 years of prior reception and switchboard operation experience
  • High school diploma/GED, Office management certification or course-work in related programs preferred
  • Prior experience in medical record principles and practice
  • Familiarity with general office and clerical support procedures


  • Ability to word process and enter data with accuracy and in a timely manner
  • Ability to work with a wide variety of people and personalities
  • Ability to multi-task and work in a fast-paced environment
  • Ability to conduct themselves professionally and represent the agency in a professional manner
  • High regard for confidentiality and the handling of confidential information