Office Coordinator en Transitions Mental Health Association

Description

Position Title:  Office Coordinator 

Program:  Santa Maria Full Service Partnership 

Position Summary

The Santa Maria Full Service Partnership (SM FSP) team is designed to engage adults with severe and persistent mental illness and provide treatment, rehabilitation and social services in the community where they live, instead of a hospital or clinical setting. SM FSP provides psychiatric treatment and rehabilitation services directly with a “whatever it takes” approach. For all SM FSP clients, functioning in major life domains presents significant personal difficulties. These domains include affordable and safe housing; meaningful daily pursuits, including employment; and satisfying interpersonal relationships. Addressing the rehabilitation needs of clients in these key domains will be the team’s essential purpose. SM FSP provides a full range of services including assessment, individualized treatment planning, personal service coordination, integrated co-occurring mental health and substance use disorder treatment, medication services and access to support services on a 24/7, 365 day basis. The Office Coordinator is responsible for organizing, coordinating and monitoring all nonclinical operations of the SM FSP team under the direction of the Team Leader; providing receptionist tasks including triaging calls, coordinating communication between the team and clients, de-escalating situations with clients who have increases in symptoms, and assisting clients, their families and agencies by linking them to answers to their questions; maintaining accounting and budget records for client and program expenditures; and operating and coordinating the management information system. In short, the Office Coordinator, as a team member, assists the Team Leader with the daily business operations of the SM FSP team using a trauma informed approach in all duties.

Hours/ Salary

Full-time, non-exempt position. 40 hours per week. Anticipated hiring range is $24.00-$25.00. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $24.00-$28.00 per hour). 

Employee Perks/ Work Culture

A few of our helpful employee benefits include membership discounts to various local fitness centers, as well as a voucher to Sycamore Mineral Springs for discounts. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

Mission Statement:

Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services. 

Organization Description

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities.  TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions. 

Responsibilities and Duties:

1. Outcomes data collection and reporting including: maintaining data for all No. SB County programs, ensuring contract compliance, track and record information gathered from Behavioral Wellness Management Information Systems Dept., prepare and send Quarterly Behavioral Wellness reports, and prepare monthly internal reports for TMHA Administration.

2. Greet all incoming staff, clients and guests. Answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) attend to symptomatic behavior (e.g. shouting and pacing) of client who come into the office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress); and (5) decide when and how quickly to refer calls to other staff.

3. Provide administrative support (copying, typing and filing).

4. Populate and update icarol database with Lompoc FSP client info for Central Coast Hotline after hours support.

5. Prepare the monthly staff work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with contractual agreements.

6. Assist with data entry as needed. Record admissions and discharges in the Share Care (County) system and provide a source of information for statistical reports.

7. Responsibility for all aspects of the Patient’s Representative (PR) duties.  Duties include, but are not limited to: preparing and tracking that annual financial updates are completed, managing Share of Cost clients, reviewing and correcting Behavioral Wellness reports.

8. Distribute and coordinate all client forms for SM FSP.

9. Update and maintain a policies and procedures manual to assure that current and accurate information is available to staff.

10. Set up client files and check for completion of documents.

11. All direct service staff are expected to spend 50% of their work time in direct service and support of clients, unless otherwise assigned by your supervisor.

12. Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, the Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication.

13. Monitor client records and inform the Team Leader when client forms are due.

14. Ensure safety logs, vehicle maintenance schedules, and weekly safety checks are completed.

15. Assist with client duties as needed.

16. Maintain and review with the Team Leader the program budget for operation and assure that all purchases of supplies and equipment remain within that budget. 

17. Make office supply purchases and other acquisitions as required and authorized by the Team Leader.

18. Assume other duties and responsibilities as assigned by the Team Leader and Directors.

Job Environment:

1. Moderate, physical activity and frequent driving that will include the transportation of TMHA clients; may include moving or lifting up to 50 lbs.

2. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations. 

3. Busy office environment, working in close quarters with staff and clients.

4. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.  

Requirements

Minimum Requirements:

1. High school diploma or equivalent. 

2. English/Spanish bilingual preferred. 

3. A high level of organizational and time management skills.  

4. Multi-tasking and prioritizing skills necessary. 

5. Computer and office skills (word processing, filing, phone skills, and data entry) required. 

6. Strong interpersonal skills, collaborative work style and strong oral/written and communication skills.  

7. Well defined organizational and time management skills. 

8. Ability to work independently and flexibly.

9. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. 

10. Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level.

11. Ability to possess and maintain good physical and mental health.  

12. Ability to work well within a team and maintain a professional, respectful attitude in the workplace.

13. Ability to be willing to work with supervisor oversight and direction. 

14. Attendance is an essential function of this job that requires face-to-face interaction with clients and/or other employees.

15. Ability to mindfully promote equality and respect diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all of the other fascinating characteristics that make us different.

16. Demonstrate the ability to successfully deliver culturally responsive services.

17. Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity. 

18. Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business. 

19. Conditions of employment include: 

• Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience and DMV driving record that meets TMHA’s current vehicle insurance requirements.  May be required to utilize reliable personal vehicle and auto insurance.  

• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.  

• Must be able to successfully complete First Aid and CPR training

Physical Demands:

1. Seeing

2. Hearing

3. Speaking

4. Stooping/Bending

5. Moving around office

6. Moving between offices/clients

7. Driving

8. Climbing

9. Lifting/carrying heavy items

10. Computer use

11. Pushing/pulling/dragging items

12. Standing for long periods

13. Working outside

14. Using hands/fingers