Office Coordinator

ESSENTIAL JOB FUNCTIONS

• Performs such front-desk/reception functions as meeting and greeting clients and visitors, answering multi-line phones forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying such demographic information as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone.

• Enters various client data in electronic information system (e. g., client demographics, client eligibility information, client transfers, service corrections, annual review updates) and enters other program-specific data (e. g., grants) in various databases.

• Performs such HIM-related functions as archiving closed legal health records; scanning clinical documentation in legal health record; managing legal health records; processing disability requests, releases of information, and subpoenas and court orders; generating correspondence to requestors of information; and performing quantitative analyses of legal health records.

• Scans a variety of correspondence, records, reports, and other documents, related to site's operations, in addition to those related to legal health records.

• Performs variety of administrative functions, including typing from various sources; data entry, validation, and as requested by supervisor, generating purchase requisitions for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings.

• Maintains site's business systems and processes (e. g., scheduling, scanning data entry, billing, daily deposits) HIM functions, consistent with SCS's standardized business practices; regularly evaluates site's business systems and processes to ensure adherence to SCS's standards; identifies and resolves problems with existing business systems and processes; and, as needed, makes recommendations for improving existing systems and processes.

• Runs miscellaneous reports, on request (caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports; performs work site's IT functions.

• Participates in daily deposit process, including daily deposit reconciliation.

• Completes service corrections as necessary; and participating in planning/budgeting processes, particularly related to IT capital budget needs.

• Maintains work site's petty cash account and makes miscellaneous program purchases (e. g., snacks from Sam's Club) within program and budget limits.

• Monitors work site's inventory of office supplies and orders supplies, as needed.

• Processes all maintenance and repair requests, coordinating as appropriate with Properties Management or lessor/landlord.

• Serves as work site's liaison to Human Resources as needed.

• Serves as work site's liaison to Payroll.

• Serves as work site's liaison to Accounts Receivable.

EDUCATION

• High School diploma or equivalent

• Up to eighteen months of education or training beyond high school in Personnel Administration or Office Administration or a related field, preferred.

EXPERIENCE

• Three to four years' administrative experience using basic secretarial skills.

REQUIREMENTS

• Advanced knowledge of Microsoft Office Suite

COMPANY OR PERSONAL VEHICLE USAGE: No