Office Coordinator

LA FAMILIA•Turlock, CA

1d•Hybrid

About The Position

The Office Coordinator acts as the central point of communication for the Central Valley office by following office workflow procedures to ensure maximum efficiency; operates the main phone console; greet all callers and/or incoming visitors/clients, schedules appointments and referral intake, including experience with electronic health records and data entry. Performs routine administrative and personnel duties as assigned. The coordinator also handles routine administrative tasks as assigned, supporting the team with strong organizational and communication skills to maintain a welcoming and productive office environment. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Requirements

High School Diploma or GED or equivalent
Minimum 2 years' experience working in a behavioral health environment as a receptionist or intake personnel.
Knowledge of general office machines, telephone systems, fax machines, 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.
Demonstrates and models excellent “customer service” orientation and ability to work with diverse populations.
Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties.
Proficient in MS Office and Google Workspace products.
Valid CA Driver’s license required.
Ability to safely operate a motor vehicle
Ability to push, pull, and lift up to 50 pounds frequently.
Ability to stand and move from one location to another daily.
Ability to sit for prolonged periods of time
Ability to visually focus on near and far items, and to be able to switch between them.
Ability to reliably report to work on time and perform the position's required tasks as scheduled
Ability to grasp and carry items
Ability to hear and effectively communicate with co-workers, clients, and the public
Ability to identify potential issues within the workplace, determine an appropriate means of avoiding and/or resolving the issues, work with others to address the issues, and carry out organized strategies for resolving and preventing similar issues in the future
Ability to process information and data for use within the organization

Nice To Haves

Bilingual Spanish/English preferred
Experience in non-profit and community-based organizations preferred.
Auto insurance: If your vehicle is used for business-related purposes, it is recommended that you inform your auto insurance carrier.

Responsibilities

Welcomes client and visitors by greeting them, in person or on the telephone, answering or 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 and supply space area neat and clutter free
Answering phones and responding to client questions, including scheduling and referral intake
Verify client insurance eligibility
Address and resolve insurance-related matters
Accept deliveries, sort, mark “received” and distribute mail, packages and faxes immediately
Distribute staff reimbursement checks
Make bank deposits
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
Report any building maintenance concerns
Schedule meetings or reserve conference rooms for directors and managers.
Maintain the calendar schedules for the conference rooms
Provide support to the Regional Director, Director of Clinical Services and Leadership team
Maintain a high level of confidentiality while providing support to the leadership team
Ensure evacuation map and fire extinguishers are current
Maintain agency Safety Site Plan up to date
Performs office opening and closing procedures as needed
Set and maintain building security alarm system
Generate and submit monthly audit check lists
Performs other duties assigned
Attend trainings and participate in events relevant to key responsibilities.
Track and regularly report on key metrics for the responsible function areas.
Leads and collaborates on projects supporting Agency objectives.
Demonstrates ethics and integrity
Displays drive and purpose
Manages self and adapts to change
Practice self-awareness and continuous learning
Practices cultural humility and cultural responsiveness when engaging with individuals from diverse backgrounds and life experiences, while practicing appropriate boundaries.
Develop relationships with their teams and across the organization to foster cultural humility and cultural responsiveness, teamwork, and collaboration, ensuring positive outcomes for the organization both internally and externally.
Utilize effective communication skills to listen and respond with empathy, while adopting a proactive and collaborative approach to drive innovative change. This approach should be sensitive to the organization's culture and its role within the community.
Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
Take all required meal and rest breaks in compliance with state, federal, and agency policies.
Review and submit timesheets by established deadlines to ensure timely payroll processing.
Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues.
Maintain consistent and reliable attendance to support team and program operations.
Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.
Handles difficult or conflict situations constructively and seeks appropriate assistance.
Accepts accountability and constructive feedback.
Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency.

Benefits

Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions
Employer-paid life insurance.
Vacation
15 paid holidays
12 paid sick days upon accrual
Employee Assistance Plan to support you and your family’s well-being and finances
Pet Plan Benefit: PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service
403(b) retirement plan
Work-life wellbeing & excellent work hours
Flexible scheduling options, including hybrid work arrangements
License and Certification renewals reimbursed.
Supportive/Collaborative work environment
Opportunities for Growth and Professional Development
Structured mentorship and ongoing training.