Job Description
Office Manager (Part-Time)
Maplewood Psychology Associates
Schedule: 25–30 hours/week (coordinated with CEO)
Location: North St. Paul / Maplewood
We’re looking for a highly organized, proactive, and experienced Office Manager to oversee daily operations at our mental health clinic. This role supports clinicians, coordinates staff, and ensures smooth front desk and administrative functioning.
Key Qualifications
Minimum 3 years of office management or equivalent experience in a healthcare setting
Strong interpersonal and communication skills
Skilled in multitasking, problem-solving, and remaining calm under pressure
Familiar with HIPAA standards and confidentiality compliance
Comfortable with technology, including office software and hardware management
Detail-oriented with strong time management and initiative
Core Responsibilities
Clinic Operations & Administration
Manage day-to-day clinic operations and front desk performance
Coordinate staff schedules, oversee support staff, and address client concerns
Serve as backup for front desk tasks: calls, scheduling, charts, billing support
Maintain personnel files, petty cash, office manuals, and administrative records
Assist with insurance claims, monthly statements, and quality management reports
Communicate with vendors, answering services, and service providers
Compliance & Confidentiality
Uphold HIPAA and confidentiality standards across clinic operations
Develop and maintain Release of Information policies
Train staff on professional standards and breach prevention
Supplies, Equipment & IT
Oversee inventory of office and testing supplies
Coordinate repairs, maintenance, and vendor contracts with CEO
Manage software/hardware updates and printing needs
HR & Team Support
Collaborate with CEO on performance and salary reviews
Monitor therapist production hours and support a positive team culture
Notary Services
Maintain active notary license and provide notary services as needed
Benefits
We are a multi-disciplinary group of experienced clinicians providing quality mental health services to the community since 1984. We have joined together to combine our areas of expertise in a caring and supportive environment. Our clinicians are skilled in a wide variety of treatment methods focusing on the individual, couple, or family with a view that encompasses the whole: mind, body, emotions, behavior and spirit. We share a common enthusiasm as change agents who assist clients in their work to restore functioning, health and well-being.
We are a multi-disciplinary group of experienced clinicians providing quality mental health services to the community since 1984. We have joined together to combine our areas of expertise in a caring and supportive environment. Our clinicians are skilled in a wide variety of treatment methods focusing on the individual, couple, or family with a view that encompasses the whole: mind, body, emotions, behavior and spirit. We share a common enthusiasm as change agents who assist clients in their work to restore functioning, health and well-being.
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