Office Coordinator

Office Coordinator

Central Valley - Turlock, CA 95380

Overview

Salary Range $20.00 Hourly Position Type Full Time Education Level High School Travel Percentage Up to 25% Category Admin - Clerical

Description

The Office Coordinator acts as the central point of communication for the Central Valley office by following office workflow procedures to ensure maximum efficiency; operates the main phone console; greets all callers and/or incoming visitors/clients, schedules appointments and referral intake, including experience with electronic health records and data entry. Performs routine administrative and personnel duties as assigned. The coordinator also handles routine administrative tasks as assigned, supporting the team with strong organizational and communication skills to maintain a welcoming and productive office environment. This role will uphold and champion the agency's mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities

[Administrative Duties]:

• Welcomes client and visitors by greeting them, in person or on the telephone, answering or referring inquiries
• Directs visitors by maintaining employee and department directories; giving instructions
• Being able to have good judgment around client needs
• Keep front office space and reception area neat and clutter free
• Keep office kitchen and supply space area neat and clutter free
• Answering phones and responding to client questions, including scheduling and referral intake
• Verify client insurance eligibility
• Address and resolve insurance-related matters
• Accept deliveries, sort, mark "received" and distribute mail, packages and faxes immediately
• Distribute staff reimbursement checks
• Make bank deposits
• Order and maintain inventory of office supplies
• Check voicemail and email on a daily basis and distribute messages immediately
• Maintain photocopy machine and keep it supplied with adequate paper/ink
• Contributes to team effort by accomplishing related results as needed
• Report any building maintenance concerns
• Schedule meetings or reserve conference rooms for directors and managers.
• Maintain the calendar schedules for the conference rooms
• Provide support to the Regional Director, Director of Clinical Services and Leadership team
• Maintain a high level of confidentiality while providing support to the leadership team
• Ensure evacuation map and fire extinguishers are current
• Maintain agency Safety Site Plan up to date
• Performs office opening and closing procedures as needed
• Set and maintain building security alarm system
• Generate and submit monthly audit check lists
• Performs other duties assigned

Other

• Attend trainings and participate in events relevant to key responsibilities.
• Track and regularly report on key metrics for the responsible function areas.
• Leads and collaborates on projects supporting Agency objectives.

Core Competencies

Leading the self:

• Demonstrates ethics and integrity
• Displays drive and purpose
• Manages self and adapts to change
• Exhibiting leadership stature
• Practice self-awareness and continuous learning

Inclusion, Respect, and Collaboration:

• Practices cultural humility and cultural responsiveness when engaging with individuals from diverse backgrounds and life experiences, while practicing appropriate boundaries.
• Develop relationships with their teams and across the organization to foster cultural humility and cultural responsiveness, teamwork, and collaboration, ensuring positive outcomes for the organization both internally and externally.
• Utilize effective communication skills to listen and respond with empathy, while adopting a proactive and collaborative approach to drive innovative change. This approach should be sensitive to the organization's culture and its role within the community.

Qualifications

Qualifications & Experience:

• High School Diploma or GED or equivalent
• Minimum 2 years' experience working in a behavioral health environment as a receptionist or intake personnel.
• Bilingual Spanish/English preferred
• Knowledge of general office machines, telephone systems, fax machines, PDF operations, and other information systems.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Experience in non-profit and community-based organizations preferred.
• Demonstrates and models excellent "customer service" orientation and ability to work with diverse populations.
• Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties.
• Proficient in MS Office and Google Workspace products.
• Valid CA Driver's license required.

Other Responsibilities:

• Demonstrates cultural awareness and provides respectful, client-centered care.
• Maintains knowledge of community resources for client referrals
• Attend work regularly, adhering to policies on absences and tardiness.
• Understands and applies legal requirements, including confidentiality and risk management.

Timekeeping & Attendance Responsibilities

• Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
• Take all required meal and rest breaks in compliance with state, federal, and agency policies.
• Review and submit timesheets by established deadlines to ensure timely payroll processing.
• Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues.
• Maintain consistent and reliable attendance to support team and program operations.
• Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
• Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.

Team Commitment:

• Viewed by others as an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients, where appropriate.
• Handles difficult or conflict situations constructively and seeks appropriate assistance.
• Accepts accountability and constructive feedback.
• Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
• Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
• Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency.

Working Conditions and Job Setting:

• Ability to occasionally or frequently stand, walk, sit, and reach with hands and arms above the shoulders
• While performing the duties of this job, the employee is routinely required to sit, walk, talk, and hear, use hands to keyboard, fingers, handle, and feel, stoop, kneel, crouch, twist, crawl, reach, and stretch.
• The employee is occasionally required to move around the office
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• May require travel, dependent on agency needs
• Can work under deadlines
• Performing general physical activities such as picking up, moving, and using objects, tools, or controls
• The noise level in the work environment is usually low to moderate.

Physical Requirements:

• Ability to safely operate a motor vehicle
• Ability to push, pull, and lift up to 50 pounds frequently.
• Ability to stand and move from one location to another daily.
• Ability to sit for prolonged periods of time
• Ability to visually focus on near and far items, and to be able to switch between them.
• Ability to reliably