Office Coordinator

Seven Counties Services • Louisville, KY

5d

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. EDUCATION High School diploma or equivalent Up to eighteen months of education or training beyond high school in Personnel Administration or Office Administration or a related field, preferred. EXPERIENCE Three to four years’ administrative experience using basic secretarial skills. REQUIREMENTS Advanced knowledge of Microsoft Office Suite COMPANY OR PERSONAL VEHICLE USAGE: No Time Type: Full time Seven Counties is the provider of choice for mental and behavior health services in and around the Louisville Metro. Over 1,400 employees work in 25+ locations throughout Bullitt, Henry, Jefferson, Oldham, Shelby, Spencer and Trimble counties; making sure that the 31,000 people we serve annually have the best chance of living their best lives. At Seven Counties, we give our staff the opportunity to do what they do best with continued training, effective mentoring and competitive salaries and benefits. In an effort to protect our employees, clients and community, we require the COVID and Influenza vaccinations for all employees.

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, preferred.

Responsibilities

• 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.

Benefits

• At Seven Counties, we give our staff the opportunity to do what they do best with continued training, effective mentoring and competitive salaries and benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED