Office Coordinator

Job Description

Job Description

Department:
Clinical Operations

Reports To:
Office Manager / Operations Manager

Position Type:
Full-Time | Non-Exempt | On-Site (Travel between regions - San Francisco/ San Mateo - Bay Area Region)

Overview / Job Summary
The Office Coordinator supports daily administrative and operational functions within a forensic mental health program serving justice-involved individuals. This role ensures smooth clinic operations, accurate recordkeeping, and effective communication between clients, clinicians, probation/parole agencies, and internal teams. The Office Coordinator plays a key role in maintaining compliance, supporting treatment delivery, and ensuring that every client interaction reflects professionalism, accuracy, and confidentiality. The ideal candidate is organized, proactive, and able to manage complex workflows in a fast-paced, compliance-driven environment.

Roles and Responsibilities
• Coordinate daily front-office operations: greet clients, manage check-ins, schedule appointments, and maintain an organized and professional front desk.
• Manage client documentation: process intake paperwork, ensure records are accurately entered into the Electronic Health Record (EHR) system, and maintain both digital and physical files per Health Insurance Portability and Accountability Act (HIPAA) and agency standards.
• Facilitate communication: serve as the first point of contact for clients, clinicians, and justice system partners, responding promptly and professionally to inquiries.
• Support forensic program compliance: track documentation, coordinate and conduct Urinalysis (UA) appointments, monitor completion of mandated forms, and prepare materials for audits and inspections (CASOMB, CDCR, County).
• Assist with financial and administrative tasks: collect and post payments, issue client statements, manage petty cash logs, and process service verification requests.
• Support clinical operations: coordinate clinician schedules, assist with group rosters and attendance tracking, and ensure office readiness for client services.
• Collaborate with operations and compliance teams: escalate facility, safety, or documentation issues promptly and support cross-departmental needs as directed by the Office Manager.
• Perform other duties as assigned.

Expectations
• Maintain confidentiality and professionalism at all times.
• Demonstrate reliability, punctuality, and consistency in following procedures and meeting deadlines.
• Exhibit cultural competence and trauma-informed communication with diverse client populations.
• Ensure documentation is accurate, timely, and fully compliant with agency and contractual requirements.
• Serve as a positive, proactive team member and contribute to a supportive, solutions-focused work environment.
• Be adaptable and willing to assist other sites or shift priorities as operational needs evolve.

Education and Experience

Required Qualifications:
• High school diploma or equivalent.
• Minimum 2 years in an administrative or client service role, preferably in healthcare, behavioral health, or criminal justice environments.
• Must pass DOJ/FBI background check and possess a valid California driver’s license.

Preferred Qualifications:
• Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field.
• Prior experience supporting CDCR, CASOMB, County Behavioral Health, or other forensic program contracts.
• HIPAA, CPR/First Aid, and trauma-informed care training preferred.

Preferred Skills and Abilities

Hard Skills:
• Proficiency in Microsoft Office Suite and Google Workspace tools.
• Experience with EHR systems (Electronic Health Record (EHR), Welligent, or similar).
• Strong attention to detail and accuracy in documentation.
• Knowledge of HIPAA, Title 22, CASOMB, and CDCR compliance standards.
• Data entry and administrative reporting proficiency.

Soft Skills:
• Clear, professional, and empathetic communication with clients and partners.
• Team player supporting clinicians and administrative staff in achieving shared goals.
• Strong organizational skills to prioritize multiple tasks and maintain orderly systems.
• Resourcefulness in handling challenges and adapting to evolving program needs.
• Discretion when managing sensitive client and justice system information.
• Maintains composure under stress and navigates high-volume workflows efficiently.

Work Environment