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Office Coordinator
Job Description:
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
Time Type:
Full timeThe agency ensures all notices, employment, advertisements, information pamphlets, research reports, and similar public notices prepared and released by the agency include a statement identifying the appropriate source of funds for the project or service. (i.e. funding is in whole or in part from federal, CHFS, or other state funds)
It‘s More Than a Career; It’s a Purpose!
Join a team dedicated to transforming lives and strengthening communities. At Seven Counties Services, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law.
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Competitive Compensation
Competitive salaries with regular performance reviews
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Comprehensive Benefits
Health, dental, vision, and life insurance coverage
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Professional Development
Continuing education, training, and career advancement
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Work-Life Balance
Flexible schedules, paid time off, and wellness programs
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Retirement Planning
403(b) retirement plan with employer match
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Meaningful Work
Make a real difference in your community every day
Our Cultures & Values
At Seven Counties Services, we believe that our employees are our greatest asset. We foster a culture of compassion, integrity, respect, excellence, and innovation.
Our team members work in a supportive environment where professional growth is encouraged, diversity is celebrated, and every voice matters.
Compassionate Care
We lead with empathy and understanding in everything we do
Collaborative Environment
Together we achieve more through teamwork and mutual support
Continuous Learning
Invest in your future with ongoing training and development
How Does Our Hiring Process Work?
Your journey to a meaningful career starts here
1
Find a job that interests you
Browse our open positions and find roles that match your skills and interests
2
Apply online and create a Workday account
Complete your online application and upload your resume and credentials
3
Speak with a member of our talent acquisition team
Connect with our recruiting team to discuss the opportunity and next steps
4
Interview with the hiring manager(s)
Meet with our hiring team to discuss your experience and career goals
5
Accept the job offer
Review and accept your offer to join the Seven Counties team
6
Complete Onboarding tasks
Complete onboarding and start making a difference in your community
Student Opportunities
Launch Your Career With Us
Seven Counties Services is proud to partner with universities and educational programs to provide meaningful internship and practicum experiences.
Gain hands-on experience in behavioral healthcare while making a real impact in the community.
Clinical internships for counseling and social work students
Psychology practicum and doctoral placements
Nursing student clinical rotations
Administrative and research internships
