Office Coordinator

Job Title: Office Coordinator 

SCHEDULE DAYS/HOURS:   Full Time / 40 Hours 

 Pay: 22-25 per Hour 

POSITIONAL SUMMARY:  

 The Office Coordinator is responsible for the efficient operation of the business and support functions of the agency. 

 DUTIES AND RESPONSIBILITIES: 

 Positional responsibilities include, but are not limited to:  

• Coordinates business and support functions 

• Codes invoices accurately and submits for timely payment 

• Prepares manual check requests as required 

• Reviews and processes timesheets and prepares transmittal logs within required timeframes 

• Reviews time and productivity reports for benefits eligibility and escalates issues when needed 

• Tracks staff on-the-job injury claims 

• Maintains personnel files 

• Performs workplace safety and hazard surveillance 

• Tracks completion of safety and mandatory trainings 

• Participates in new employee orientation 

• Prepares new hire paperwork, verifies documents, and submits required paperwork to HR/Payroll 

• Maintains log and inventory of mobile devices for the agency 

• Maintains office equipment and appropriate logs 

• Processes and distributes incoming and outgoing mail 

• Orders medical supplies for stock room 

• Conducts quarterly inventory of medical supplies 

• Orders forms and office supplies 

• Manages phone system and executes call routing changes as needed 

• Greets visitors and escorts them to appropriate waiting area when required 

• Demonstrates excellent customer service and effective communication skills 

• Maintains confidentiality of patient and organizational information at all times 

• Answers phones, takes and delivers messages by phone or in writing 

• Maintains staff roster 

• Performs other duties as assigned 

MINIMUM QUALIFICATIONS: 

• High school diploma or equivalent required; Associate degree or higher preferred 

• Minimum one (1) year experience in healthcare office operations preferred 

PERFORMANCE MEASUREMENT: 

 Performance will be measured based on the implementation of the following:  

• Achieve 100% on-time submission of weekly payroll and timesheet transmittal logs. 

• Maintain error rate below 2% on invoice coding and check requests. 

• Ensure 100% completion and filing of new hire documents within three business days of onboarding. 

• Maintain all personnel files audit-ready at all times with no outstanding missing items on HR compliance checklist. 

• Track and report mandatory training completion rates above 95% each quarter. 

• Complete quarterly inventory audits within a scheduled timeframe and report discrepancies under 2% of total stock. 

• Maintain adequate medical and office supplies with no more than one stockout per quarter. 

• Respond to internal staff and external inquiries within one business day on 95% of requests. 

• Achieve positive feedback in at least 90% of quarterly staff surveys regarding office responsiveness and professionalism. 

• Conduct and document quarterly safety walkthroughs with zero overdue action items. 

• Ensure all workplace safety postings and compliance signage are up to date 100% of the time. 

• Job description roles and responsibilities. 

• Attendance guidelines  

• Knowledge, understanding and implementation of departmental objectives and company core values.  

• Maintains professionalism and excellent internal and external customer service standards.  

• Adherence and encouragement to others regarding safety and health compliance standards.  

• Communication with medical professionals, vendors, families, peers, and supervisors. 

• Building positive relationships with clients, families, peers, and supervisors.  
• Actively creates a positive, respectful, and inclusive and working environment.  

WORK ENVIRONMENT: 

This position requires regular sitting, stooping, reaching, walking, standing, reading, seeing, speaking, hearing, listening, organizing, interpreting data and information, operating office equipment, typing using a computer keyboard, and viewing a computer screen monitor, and occasional lifting of objects of up to 50 pounds (if applicable).  

KNOWLEDGE, SKILLS & ABILITIES: 

• HIPAA – Complies with the Health Insurance Portability and Accountability Act (HIPAA) and ensures company policies and procedures pertaining to HIPAA are being followed to properly manage client information. 
• Ethics - Displays the highest levels of integrity, honesty, respect, and sound judgment at all times.  
• Accountability - Takes ownership of own actions, decisions, and contributions as a team member and as a leader within the organization.  
• Leadership - Consistently applies and enforces policies and procedures, fosters an environment that promotes teamwork and mutual respect, acts as a role model for all staff by demonstrating the standards and expectations required by Patterns Behavioral Services, and provides staff with specific and constructive feedback regarding individual and team-based performance relative to the goals, policies and procedures of the organization.  
• Customer Service Orientation - Provides helpful, courteous, accessible, responsive, and knowledgeable support to staff, clients, and others at all times.  
• Decision Making - Evaluates information, data and resources, identifies, and implements potential solutions to problems that support a safe, healthy and productive learning and working environment. 
• Communication - Conveys verbal and written information using effective techniques and approaches that provide clarity, promote teamwork, and efficiency.  
• Interpersonal Relationships - Applies active listening to foster strong working relationships with agency, medical professionals, vendor partners, families, and peers.  
• Conflict Management - Resolves disagreements and discrepancies by identifying the specific issue, and providing the appropriate resolution to support a safe, healthy, and productive working and learning environment.  
• Teamwork - Cooperates and works constructively with others to accomplish common goals and objectives and treats others with respect and dignity by valuing the contributions of everyone. 
• Initiative - Proactively identifies ways to contribute towards the goals and objectives of Patterns Behavioral Services and takes proper action to address issues and opportunities. 
• Task Management - Budgets, schedules, and manages own time in order to fulfill priorities effectively and efficiently, while also ensuring proper allocation of workload and duties for staff.  

The intent of this job description is to provide a representative summary of the major responsibilities performed.  Employees may be required to perform other tasks and responsibilities, as assigned by a supervisor.