What are the responsibilities and job description for the Client Services & Business Operations Coordinator position at King County Sexual Assault Resource Center?
Title: Client Services & Operations Coordinator
Function: This role provides in-person front office coverage and administrative support for the Client Services department, while also supporting key operational processes including data entry, billing, reporting, and special projects. This position serves as a point of contact for clients, visitors, and staff, ensuring a welcoming, organized, and efficient front office experience alongside strong backend coordination.
Hours: Full-time, 40 hours per week, Monday–Friday. This is a fully in-person position based on operational and client-facing needs.
Status: Non-Exempt
Reports to: Client Services Administrative Supervisor
At KCSARC, we not only value diversity – we celebrate it. We are committed to creating a team as diverse as the communities we live in, and we believe that the more inclusive we are, the better our team will be. We are rooted in a foundation of anti-racism and equity, which must be demonstrated in word and action. As a proud equal opportunity employer, we welcome all races, ethnicities, genders, abilities, identities, religions, and ages, candidates who are veterans, LGBTQ , and multilingual, candidates with diverse viewpoints and experiences, and candidates who have an EAD (Employment Authorization Document), regardless of immigration status.
Position Summary:
The Client Services & Operations Coordinator plays a dual role supporting both front desk operations and client services administration. This includes greeting clients, managing phone and lobby flow, while also handling data entry, billing coordination, reporting, and internal systems support.
This role is ideal for someone who is highly organized, detail-oriented, and comfortable balancing sensitive and confidential client interactions with technical administrative work.
Essential Functions:
Front Office & Client Support
- Provide in-person reception coverage as needed for the office during business hours
- Greet clients, visitors, and staff in a professional and welcoming manner
- Answer and route phone calls; provide general agency information
- Maintain a calm, organized, and confidential front office environment
- Maintain supply of forms, brochures, and materials
- Provide support for processing incoming/outgoing mail, including USPS and express services
- Support client services teams with:
- Scanning, faxing, and filing confidential client records
- Tracking and processing client documentation
- Enter client surveys and other front-office-related data accurately and timely
- InfoNet / Database Management
- Enter required data into InfoNet and other systems accurately and timely
- Meet reporting deadlines and respond to data requests
- Medicaid Billing
- Submit Medicaid billing weekly
- Review reports and resolve discrepancies
- Coordinate with internal staff to ensure compliance
- Insurance & Client Billing
- Verify client insurance coverage and benefits
- Create and complete client fee agreement
- Prepare and submit insurance claims with accurate coding
- Support clients with billing questions
- Coordinate with Finance on reconciliations
- Apply, update, and maintain insurance paneling processes
- Reporting & Projects
- Assist with monthly and quarterly contract reporting
- Support implementation of department or cross-functional projects
- Identify and recommend process improvements and client form updates
- Track and report required staff training hours
- Operational & Administrative Support
- Maintain organized systems for forms, documentation, and workflows
- Support onboarding/training of staff on systems (client database, billing, etc.)
- Assist with internal coordination across departments
- Provide general administrative support as needed
- Other duties as assigned
- Personal Competencies
- Strong customer service and interpersonal skills; comfortable working in a public-facing role
- Ability to multitask between front desk interruptions and detail-oriented backend work
- High attention to detail and accuracy
- Strong prioritization and time management skills
- Ability to handle confidential and sensitive information with discretion
- Initiative and problem-solving mindset
- Comfort working both independently and collaboratively
- Alignment with KCSARC’s values of equity, inclusion, and anti-racism
- Technical Functions
- Competency in Microsoft Office Suite and a demonstrated ability to learn new programs and database systems
- Excellent attention to detail in data entry