Office Coordinator

Seven Counties Services•Louisville, KY

43d•Onsite

About The Position

ESSENTIAL JOB FUNCTIONS Performs such front-desk/reception functions as meeting and greeting clients and visitors, answering multi-line phones forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying such demographic information as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone. Enters various client data in electronic information system (e. g., client demographics, client eligibility information, client transfers, service corrections, annual review updates) and enters other program-specific data (e. g., grants) in various databases. Performs such HIM-related functions as archiving closed legal health records; scanning clinical documentation in legal health record; managing legal health records; processing disability requests, releases of information, and subpoenas and court orders; generating correspondence to requestors of information; and performing quantitative analyses of legal health records. Scans a variety of correspondence, records, reports, and other documents, related to site’s operations, in addition to those related to legal health records. Performs variety of administrative functions, including typing from various sources; data entry, validation, and as requested by supervisor, generating purchase requisitions for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings. Maintains site’s business systems and processes (e. g., scheduling, scanning data entry, billing, daily deposits) HIM functions, consistent with SCS’s standardized business practices; regularly evaluates site’s business systems and processes to ensure adherence to SCS’s standards; identifies and resolves problems with existing business systems and processes; and, as needed, makes recommendations for improving existing systems and processes. Runs miscellaneous reports, on request (caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports; performs work site’s IT functions. Participates in daily deposit process, including daily deposit reconciliation. Completes service corrections as necessary; and participating in planning/budgeting processes, particularly related to IT capital budget needs. Maintains work site’s petty cash account and makes miscellaneous program purchases (e.g., snacks from Sam’s Club) within program and budget limits. Monitors work site’s inventory of office supplies and orders supplies, as needed. Processes all maintenance and repair requests, coordinating as appropriate with Properties Management or lessor/landlord. Serves as work site’s liaison to Human Resources as needed. Serves as work site’s liaison to Payroll. Serves as work site’s liaison to Accounts Receivable.

Requirements

High School diploma or equivalent
Three to four years’ administrative experience using basic secretarial skills
Advanced knowledge of Microsoft Office Suite

Nice To Haves

Up to eighteen months of education or training beyond high school in Personnel Administration or Office Administration or a related field

Responsibilities

Perform front-desk/reception functions including greeting clients, answering phones, taking messages, checking in clients, reconciling cash drawer, scheduling appointments, handling mail and faxes, reviewing intake forms, and managing customer service interactions.
Enter client data into electronic information systems, including demographics, eligibility, transfers, service corrections, and annual review updates.
Perform HIM-related functions such as archiving records, scanning documentation, managing legal health records, processing requests for information, and analyzing records.
Scan various correspondence, records, reports, and other documents.
Perform administrative functions including typing, data entry, validation, generating purchase requisitions, and taking meeting minutes.
Maintain and evaluate site's business systems and processes (scheduling, scanning, data entry, billing, daily deposits) for adherence to standards and identify/resolve problems.
Run and assess the validity of miscellaneous reports (caseloads, deficiency reports, monthly/quarterly reports) and take action on report results.
Perform work site's IT functions.
Participate in the daily deposit process, including reconciliation.
Complete service corrections as necessary.
Participate in planning/budgeting processes, particularly for IT capital budget needs.
Maintain the work site's petty cash account and make miscellaneous program purchases within limits.
Monitor and order office supplies as needed.
Process maintenance and repair requests, coordinating with Properties Management or lessor/landlord.
Serve as the work site's liaison to Human Resources, Payroll, and Accounts Receivable as needed.