Office Coordinator

Job Description

Job Description

Want to be a DIFFERENCE MAKER? Join our team and BUILD BRIGHTER FUTURES.

WHY WORK FOR OAKLAND FAMILY SERVICES?

We know that in order for you to do your best work and meet our mission, you must be able to be your best self. At Oakland Family Services (OFS), we care about our staff as people first. We treat our team members like family and understand the importance of their families at home. We recognize the significance of flexibility and work/life balance.

We also know that your success…is our success. That’s why OFS not only honors the talent and experience you bring; we actively seek to develop it.

Oakland Family Services has proudly been named a Top Workplace for over (10) years in a row, voted on by our own staff. We offer a warm, engaging, equitable, supportive, and inclusive work environment.

ABOUT OAKLAND FAMILY SERVICES

Oakland Family Services is a private, non-profit service organization serving our community and building brighter futures for more than 100 years. We proudly offer a continuum of prevention, education and treatment services that span the human life cycle.

OUR MISSION: Providing individuals and families the opportunity to build brighter futures.

OUR VISION: Communities of thriving individuals and families.

Between our strong commitment to our mission and a workplace culture that puts our staff first, we enrich the lives of those we serve, strengthen families, and build brighter futures for those we serve and those we employ.

WHAT’S IN IT FOR YOU?

• Competitive compensation.
• Comprehensive medical, dental, prescription, and vision coverage.
• Flexible Spending Accounts and HSA options.
• Retirement plan with a company match.
• Long-term disability insurance.
• Voluntary short-term disability.
• Life insurance and AD&D.
• Malpractice insurance.
• Paid time off benefits, including generous vacation, sick, personal, and bereavement days.
• Twelve (12) paid holidays, including a floating holiday of your choice!
• Annual pay increases, as approved.
• Employee assistance program for you and immediate family.
• Network of support for your health & well-being.
• Verizon cellular plan discount.
• Mileage reimbursement at the IRS rate.
• Loan forgiveness programs.

PLUS...

• Commitment to diversity, equity, inclusion, and belonging.
• Family friendly practices and support.
• Flexible work schedules, as appropriate.
• Hybrid and virtual work options, as appropriate.
• Highly robust and comprehensive onboarding and training program.
• Paid professional development.
• Free online trainings that count toward continuing education credits.
• Employee assistance programs.
• “Dress for Your Day” approach to dress code.
• Financial literacy education and workshops.
• Collaborative annual performance appraisals.
• “Dollars for a Difference” program for clients and staff in need.
• And more

WE KNOW CULTURE MATTERS…

We spend many hours of our day working. Workplace culture affects our well-being, how we feel about coming to work, and how we perform . Oakland Family Services prioritizes having a healthy, inclusive, equitable, and effective workplace culture . That’s why we proudly have twelve (12) defined cultural value statements that dictate how we operate. Cultural values are embedded into all we do and how we do it!

…MORE ABOUT OUR AWARD-WINNING CULTURE

• Our CEO wants to get to know staff personally and has an open-door policy. She hosts regular staff lunches and townhalls to answer questions.
• Open, honest, and transparent communication is celebrated.
• We practice giving the benefit of the doubt.
• We believe that feedback is the breakfast of champions! That’s why we have a staff suggestion program.
• We want our team members to feel valued. That’s why we have a staff recognition program.
• Having FUN is an important part of the job! We love hosting events such as staff recognition celebrations and luncheons, road rallies, seasonal parties, food truck lunches, ice cream days, surprise giveaways, spirit weeks, Bring Your Child to Work Day, cook off/bake off contests, and more.

ABOUT THE OPPORTUNITY/WORK

Incumbents will be responsible for the clerical operations in the office with a wide variety of office work and clerical duties. This position will provide clerical support to clients, clinicians and support services to the professional operations of the agency. The Office Coordinator may be requested to perform related tasks other than those specifically presented. The position reports to the Supervisor of Clerical Operations.

• Plans and organizes work on a daily, weekly and monthly basis so that customer accounting functions, processing of client's appointments, receptionist duties, client records management (open and closed cases), and processing reports are recognized as priorities.
• Ensures that policies and established procedures are followed in order to provide continuity and consistency in all district offices.
• Acquires and maintains a working knowledge of the agency Electronic Health Records for the programs in Treatment Services.
• Participates as a member of the monthly team meeting and provides support to site operations.
• Welcomes and directs any persons coming to the agency, provides information and conveys messages as appropriate and informs staff of the arrival of clients or visitors.
• Collects copays and fees in person and via phone, enters payments on to cash sheets, creates payment plans with clients, writes receipts, balances cash drawer, prepares bank deposits.
• Maintains accurate related reports and appointment schedules for staff members.
• Establishes and maintains good relationships with people internal and external to the Agency.
• Provides front desk coverage from 8:45 AM to 5:00 PM and/or as assigned until 7:00 PM on evenings the agency is open.
• Compiles and monitors statistical information and conducts other daily routines as may be required.
• Develops a basic knowledge about the agency, the services offered, and the responsibilities of key personnel.
• Communicates problem areas or client problems with the Supervisor of Clerical Operations. Assists in managing and maintaining all business equipment, which includes but is not limited to copiers, computers, printers and telephone systems in the office.
• Responsible for monitoring materials and preparing purchase orders for required supplies at the site to include forms, files, and other necessary office supplies.
• Must have reliable transportation, and ability to travel to other locations for coverage, meetings, bank and supply runs.
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff.
• Other duties as assigned.

Does this Describe YOU?

• High School graduate or equivalent. Includes training in word processing, communications and general office procedures. Knowledge of Microsoft Office software.
• A minimum of 3-5 years with front office preferred: patient registration, scheduling, check in/check out processes.
• High level of customer service working in a medical office setting.
• Understanding of HIPAA, patient rights, medical record processing and communication.
• Basic understanding of insurance requirements, co-pays and deductibles.
• Detailed orientated, ability to focus in a fast-paced environment.
• Familiar with business formats as appropriate to the Agency needs.
• Experience in bookkeeping and/or patient accounting procedures.
• Selected candidates for this position must possess a sensitivity to the diversity of the agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation and socioeconomic.
• Special abilities and skills necessary to perform the required tasks and that best meet the needs of the agency also will be considered. There may be some standards above that may be waived when compensating specifications or circumstances exist.