Description

POSITION OVERVIEW:

The Office Coordinator acts as the central point of communication for the Adult Outpatient Behavioral Health and Community Mental Health Support programs by following office workflow procedures to ensure maximum efficiency; operates the main phone console, greets all callers and/or incoming visitors/clients, and performs routine administrative and personnel duties as assigned. 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:

• Monday- Friday 8:30 a.m.-4:30 p.m. (hours may vary; dependent on coverage needs), Opening and closing office facility as needed
• Welcomes client and visitors by greeting them, in person or on the telephone, answering, forwarding, and referring inquiries
• Directs visitors by maintaining employee and department directories; giving instructions
• Keep front office space and reception area neat and clutter free
• Keep office kitchen space area neat and clutter free
• Answering phones and responding to client questions
• Accept deliveries, sort, mark “received” and distribute mail, packages and faxes immediately
• Distribute checks
• 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
• Schedule meetings or reserve conference rooms for directors and managers.
• Maintain the calendar schedules for the conference rooms
• Provide support to the Director of Adult Behavioral Health
• Occasionally provide support to the HR Department and Finance Department

• Maintain SWAG, PPE inventory and keep records

• Ensure evacuation map and fire extinguishers are current
• Set up staff in office or cubicle workspaces

Other

• Attend trainings and participate in events relevant to key responsibilities

Leads and collaborate on special projects related to agency objectives as appropriate

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 required.
• Knowledge of general office machines, telephone systems, fax machine, 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.
• Non-Profit and Community Based Organization experience highly desirable.
• Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.
• Thinks independently and can make informed decisions when needed.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.
• Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.
• Valid CA Driver’s license
  • Auto insurance:  Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.

Current state-mandated guidelines require employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law. Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances. 

BENEFITS:

• Excellent Health benefits package for you and your family including:
  • Medical/dental/vision benefits with 95% employee & 80% dependent employer premium contribution and employer paid life insurance.
• Vacation, 15 paid holidays, 12 paid sick days upon accrual
• Employee Assistance Plan to support yours and your family’s wellbeing and finances
• 403(b) retirement plan
• Work-life wellbeing & excellent work hours
• Supportive/Collaborative work environment
• Opportunities for Growth and Professional Development
  • License and Certification renewals reimbursed