Job Title: Center Coordinator: San Bruno
Reports to: Regional Director
FLSA Classification: Non-Exempt
Effective: December, 2017
Job Summary: Provides administrative support to the office and clinical staff.
Essential Job Functions: (Generally during office hours 9:00 – 5:00)
Adheres to CSD’s Commitment to Quality Standards.
Answers incoming phone inquiries and re-directs calls appropriately. Initiates outgoing calls and communicates by telephone, fax, scan, and email as required. Collects and distributes incoming mail. Greets and attends to all guests and facilitates their visits with CSD staff. Assists in photocopying, filing and scanning general documents including insurance provider checks to its appropriate parties within a timely manner.
Researches, files and locates clinical documents including authorizations and other client records. Creates, maintains and organizes client file systems. Contacts insurance providers to inquire status and/or location of authorizations for new and existing clients; communicates with insurance providers around out of network processes for ABA services. Files authorizations for clients. Enters authorization information onto billing system for all clients within the designated region.
Under the Supervision of the Administrative Operations Coordinator, documents the assessment and intake process for all accepted clients via Central Reach. Additional intake responsibilities are to be determined.
Maintains office and kitchen supplies. Communicates with building management/maintenance for office repairs. Point of contact for telecommunication and internet service providers. Point of contact for leased printer/copier maintenance. Point of contact for reporting and safety issues around office, this includes but not limited to fire extinguisher and maintaining a list of employees with office keys. Requests approval and funding for office supplies from CFO. Maintains region budget spreadsheet and provides CFO invoices of purchases.
Coordinate staff meeting lunches by ordering food and supplies as needed. Pick up items when necessary. Manage conference and meeting room reservations. Preparing meeting rooms for interviews.
Catalog and maintain clinical toy library. Ensures toys are returned and cleaned by Behavioral Specialists by the due date.
Provide support during Saturday sessions/event that include: setting up furniture, projectors, and helping with clean-up. Performs other tasks required for the smooth and efficient running of the office.
Manages necessary documentation including treatment notes and progress reports for each child served. Provides child-related communication to caregivers, the program team, physicians and other health care providers, as appropriate. Assembling office-related materials for Behavioral Specialists and Program Supervisors.
Attends staff meetings, in-services, trainings, and other meetings as requested. Enters administrative appointments into Central Reach for Behavioral Specialists who attend All Staff Meetings.
Provide tech support to employees regarding printer and internet connection and set-up. Redirect Central Reach billing and scheduling questions to appropriate points of contact – Regional Director(s) or Scheduling.
Minimum Education or Training Equivalent to:
Associate’s degree from an accredited college or university or the equivalent of two years of college coursework at an accredited college or university.
Minimum Years of Additional Related Experience:
Two years of experience in a general administrative support position with public contact, or equivalent combination of education and experience in office management or related field.
Special Qualifications (Skills, Abilities, Licenses):
Demonstrated leadership, organizational and administrative skills; knowledgeable and proficient in the use of office equipment and systems.
Computer proficient in word processing, database, spreadsheet and Internet software programs.
Able to professionally and effectively interact and communicate, verbally and in writing, with volunteers, staff, clients and a public from diverse cultural, socioeconomic, and disciplinary backgrounds. Strong editing skills.
Able to work independently and as part of a team, take initiative, prioritize and accurately perform multiple tasks, and efficiently meet deadlines and changing priorities.
Able to consistently demonstrate good judgment and decision-making skills.
Able to exercise confidentiality and discretion pertaining to the work environment.
Able to appropriately interpret and apply policies and procedures.
Familiar with the field of early intervention, and knowledgeable of other community resources and agencies that serve children.
Sensitive to working with an ethnically, linguistically, culturally, and economically diverse population.
Able to work in multiple program service areas.
Able to communicate effectively verbally and in writing; Bilingual ability (Spanish/English) required.
Able to obtain criminal record clearance through Department of Justice.
Able to travel to multiple work sites; reliable transportation needed proof of valid drivers license, current auto insurance identification card, and acceptable driving record per company policy.
Frequent speaking and listening to clients, staff, and other professionals in meetings and on the phone.
Frequent sitting and maintaining close visual attention to write reports and work at the computer.
Occasional bending, reaching, squatting, kneeling, twisting as needed in office setting.
Occasional walking to, bending to enter, sitting, and using upper and lower limbs to drive car to and from meetings.
Occasional lifting, carrying, and loading/unloading toys and materials used in home office.