Hybrid Bilingual Office Coordinator bei Boys and Girls Village Inc

Description

I. PURPOSE/FUNCTION OF PROGRAM:

Boys & Girls Village offers an array of services for children and their families with behavioral problems. The services are provided in two regions, Bridgeport and our main campus in Milford. The Bridgeport site provides a number of clinical treatment services, including Outpatient Clinic, In-home, and Extended Day Treatment.

II. PURPOSE/FUNCTION OF THE POSITION:

The Office Coordinator is an office/administrative position under the immediate direction of the HR Manager. This position provides both a receptionist function as well as supporting a number of other clerical functions for the Bridgeport site. Work is performed primarily at the front office reception area. The Office Coordinator graciously greets the clients and their families and handle all incoming calls. The position coordinates the office Administrative Operations for the Bridgeport site.

III. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

1. Promotes and supports a family friendly environment for clients receiving care.
2. Provides proper coverage of front desk/reception for client/visitor services, including answering phones, confirming and scheduling appointments. 
3. Monitors waiting room area and clients, and provides general assistance as is appropriate to support a positive and welcoming atmosphere for families.
4. Provides all necessary check-in functions for clients/visitors.
5. Facilitates scheduling/tracking of clients with outpatient clinic staff including scheduling of appointments for MD and clinicians.
6. Performs a variety of general office tasks, such as faxing/scanning client information, emailing, filing, mailings, copying, etc.
7. Receives, sorts and distributes incoming mail and organizes outgoing mail.
8. Maintain and distributes updated internal telephone lists (including cell phone numbers, ext.).
9. Monitors condition of front office equipment and reception/waiting area and notifies appropriate department of any difficulty in timely manner. 
10. Serves on Risk & Safety Committee. 
11. Coordinate events, trainings, meetings, and conference room use.
12. Work closely with facilities department for office maintenance.
13. Mail client monthly statements
14. Performance Management – assign reviews, send email reminders, produce monthly reports, and resolve issues in coordination with the HR Generalist. 
15. Maintain oversight of company vehicles for the Bridgeport location. 
16. Order building and program supplies - receive deliveries and distribute and/or store accordingly.
17. Assists the Spanish speaking clients in person and through phone calls in accessing services 
18. Update the Standard Operations Procedures as the responsibilities of the Office Coordinator positions changes.
19. Ensures safety of the building by conducting monthly fire drills in conjunction with the Safety Officer and periodic active shooter drills 

20. In the absence of the Life Safety Officer be responsible for attending to the main gate, and paying attention to the Bridgeport location radio channels in the event of an emergency. 

IV. OTHER DUTIES AND RESPONSIBILITIES:

• Completes other tasks as assigned by the HR Manager

V. ESSENTIAL QUALIFICATIONS/SKILLS:

• High School diploma required 
• Previous medical office experience necessary
• Proficiency in Microsoft Suite, especially Outlook
• Ability to multitask and prioritize in a fast-paced environment
• Spanish bilingual
• Good communication and organizational skills
• Ability to maintain a calm, courteous and professional demeanor at all times 

VI. PREFERRED QUALIFICATIONS

• Minimum 1 to 2 years of front office experience.

VII. SUPERVISORY RESPONSIBILITIES:

• N/A

VIII. PHYSICAL DEMANDS:

• Able to lift/carry up to 20 lbs.
• Ability to sit for extended periods of time at a standard desk

IX. WORKING CONDITIONS AND ENVIRONMENT:

• Standard office working conditions
• Heavy phone contact