Office Coordinator

GENERAL OVERVIEW OF KEY ROLES & RESPONSIBILITIES:

The Office Coordinator provides administrative and front-office support to the Multi-Therapy Services (MTS), ensuring efficient daily office operations and providing administrative support to program and clinical staff. The position coordinates office communications and appointment scheduling, processes billing and encounter submissions, maintains accurate electronic records, and serves as a primary point of contact for clients, families, staff, referral sources, and external agencies. The Office Coordinator is expected to maintain a professional, organized, and customer-service-oriented office environment while ensuring administrative responsibilities are completed accurately and tin1ely.

ESSENTIAL & CORE FUNCTIONS:

1.    Provide administrative support for insurance/Medicaid billing activities.

2.     Monitor billing and encounter documentation for completeness and accuracy.

3.     Complete and submit required encounters to the New Jersey Department of Children and Families

4.     Maintain and organize electronic client and program records.

5.     Perform electronic filing and ensure documents are maintained in the approp1iate electronic record.

6.     Provide administrative support to behavioral health program staff.

7.     Assist with maintaining accurate and timely program documentation.

8.     Operate standard office equipment and maintain an organized front-office environment.

9.     Utilize Microsoft 365, Outlook, Google Docs, and Excel to complete daily administrative functions.

10.  Maintain confidentiality of client, employee, billing, and program information in accordance with applicable policies and regulations.

11.  Communicate professionally with clients, families, staff, providers, referral sources, and external agencies.

12.  Perform other administrative duties as assigned by MTS leadership.

SPECIFIC ASSIGNMENTS:

1. Front desk operations.

2. Appointment scheduling.

3. Billing.

ADDITIONAL RESPONSIBILITIES:

 1. Performs other duties and special projects as assigned.

PREREQUISITES & QUALIFICATIONS FOR THE POSITION:

1.  High school diploma or GED required. Medical Office Administration/Medical Office training required. Associate degree in Business Administration, Healthcare Administration, Human Services, or a related field a plus.

2. Valid FBI clearance, criminal history check and child abuse history clearance required.

COMPETENCIES & PERSONAL CHARACTERISTICS

1.  Solid oral and written communication skills include business writing, proper grammar and spelling.

2. Good organization skills including the ability to prioritize work and manage conflicting deadlines.

3. The ability to work well with others.

4. The ability to handle conflicts with diplomacy and tact.

5. The ability to listen and evaluate objectively.

ORGANIZATIONAL ACCOUNTABILITY & RELATIONSHIPS:

1. The individual is to be supervised by the Director of the Program or designee.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

GENERAL SIGN OFF:

The employee is expected to adhere to all agency policies and to act as a role model in the adherence to agency policies.

I have read and understand this explanation and job desc1iption. Print Name:

Signature:  Date: _________________________________

Human Resources/Management Signature: