Office Coordinator

Job Description:

ESSENTIAL JOB FUNCTIONS

Performs front‑desk/reception functions such as meeting and greeting clients and visitors, answering multi‑line phones forwarding calls to voicemail or appropriate staff, taking and delivering messages, checking in clients (including verifying demographic information such as telephone number, mailing address, payer source; collecting payment for services; documenting payment; 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 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, eligibility information, transfers, service corrections, annual review updates) and enters other program‑specific data (e.g., grants) in various databases. Performs HIM‑related functions such as archiving closed legal health records; scanning clinical documentation in legal health record; managing legal health records; processing disability requests, releases of information, 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 operations, in addition to those related to legal health records. Performs a variety of administrative functions, including typing from various sources; data entry, validation; and, as requested by supervisor, generating purchase requisitions for items such as business cards, training registration fees, and office furniture; and taking minutes of meetings. Maintains site business systems and processes (e.g., scheduling, scanning, data entry, billing, daily deposits) HIM functions, consistent with standardized business practices; regularly evaluates site systems and processes to ensure adherence to standards; identifies and resolves problems; and, as needed, recommends improvements. Runs miscellaneous reports on request (caseloads, 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 site IT functions. Participates in daily deposit process, including daily deposit reconciliation. Completes service corrections as necessary; participates in planning/budgeting processes, particularly related to IT capital budget needs. Maintains site petty cash account and makes miscellaneous program purchases (e.g., snacks from Sam's Club) within program and budget limits. Monitors site office supply inventory and orders supplies as needed. Processes all maintenance and repair requests, coordinating with Properties Management or lessor/landlord. Serves as site liaison to Human Resources as needed. Serves as site liaison to Payroll. Serves as site 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 time #J-18808-Ljbffr Seven Counties