Office Manager at Oak Tree Child and Family Services LLC – Fort Atkinson, Wisconsin

Oak Tree Child and Family Services is a mental health clinic serving patients of all ages.

The Office Manager is responsible for coordinating and overseeing the administrative operations of Oak Tree Child and Family Services to ensure efficient office functioning and compliance with Wisconsin Department of Health Services (DHS) regulations, including DHS 35 for Outpatient Mental Health Clinics. This position supports clinical and administrative staff, manages office systems, assists with documentation compliance, and maintains records consistent with confidentiality and regulatory requirements.

The Office Manager plays a key role in ensuring administrative processes support quality behavioral health services and regulatory compliance.

**Please note: A resume is required for this application.

Job Requirements

• Oversee daily administrative operations of the clinic to ensure efficient and professional office functioning.
• Coordinate office procedures and systems to ensure compliance with agency policies and DHS regulations.
• Maintain office supply inventory and order supplies as needed.
• Support scheduling systems for clinicians and other staff.
• Assist with onboarding administrative staff and orienting them to office procedures.
• Maintain client records in accordance with HIPAA, Wisconsin DHS 35 regulations, and agency policies.
• Ensure secure storage and management of electronic and/or paper records.
• Assist with maintaining documentation required for state licensing, audits, and accreditation.
• Support record retention and archiving procedures.
• Assist Administrative Director in preparing for DHS 35 audits, licensing reviews, and compliance monitoring.

Provide oversight of front desk operations including client intake coordination and scheduling support.

• Ensure client interactions are professional, welcoming, and confidential.
• Assist with administrative billing processes as assigned and coordinate documentation needed for billing compliance.
• Provide administrative support to clinical leadership and staff.
• Assist with meeting coordination, documentation, and internal communications.
• Participate in administrative quality improvement activities.
• Maintain strict confidentiality of client and staff information in compliance with HIPAA and applicable regulations.
• Perform additional administrative duties as assigned by leadership.

Minimum Qualifications

• Associate’s or Bachelor’s degree in business administration, healthcare administration, or related field, or equivalent experience.
• Minimum 2 years of administrative or office management experience, preferably in healthcare or behavioral health settings.
• Experience working with electronic health records (EHR) systems preferred.
• Knowledge of HIPAA confidentiality standards.
• Knowledge of different computer software programs – Canva, Word, Excel, etc

Preferred Qualifications

• Experience working in mental health, outpatient clinics, or social services.
• Familiarity with Wisconsin DHS 35 regulations.
• Experience supporting licensing or compliance activities.

Required Skills and Competencies

• Strong organizational and time management skills.
• Ability to maintain confidential information.
• Professional communication skills.
• Proficiency with office software and electronic record systems.
• Ability to multitask and prioritize in a fast-paced environment.
• Attention to detail and regulatory compliance.

Supervision Received

• The Office Manager works under the supervision of the Administrative Director.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to operate standard office equipment.
• Occasional lifting of office supplies up to 25 pounds.