Operations, Reception, and Information Management (ORIM)
Job description overview:
Administrative Specialist: Operations, Reception, and Information Management (ORIM) position is the first impression to clients, clinical providers, volunteers and the community for the Community Counseling Center (CCC). The ORIM is responsible for the general support of all CCC organizational programs and services including: scheduling coordination, inter-office communications/correspondence and record keeping (clinical program and financial/accounting support).
This public face of the CCC position job requires excellent interpersonal skills, the ability to perform multiple tasks and develop appropriate priorities, to provide strong organizational competency, produce clerical thoroughness, have the ability to take initiative and show self-awareness in issues that arise individually and as a member of a team, possess first rate computer skills, (i.e. word processing, data management, spreadsheets), and a commitment to community mental health.
-Position reports to the Executive Director
-Current Hours: Full-time, 30-40 hours per week,
between 9:00am to 6:00pm.
-Salary Range: $15.00-$22.00 per hour.
- Provide initial screening and gatekeeping as clients contact the CCC by phone or via
walk-in; schedule appointments; manage the online room calendar and maintain liaison duties between clients and volunteer clinicians.
- Managing and overseeing clinician paperwork and volunteer profiles. Includes hard
copy filing, input into client database, (FileMaker), and management of active clinician roster.
- Supporting the management of the client waiting list and data/documentation collection
schedule for CCC Sliding Scale, CenCal/Holman, Victim Witness, and K-12 program clients.
- Answering phones and handling client and clinician correspondence at the CCC office sites.
- Demonstrating excellent customer service skills with compassion, patience, kindness, persistence, professionalism and diplomacy.
- Assisting with accounts payable and receivable in coordination with the CCC bookkeeper and
- Maintaining accurate statistical records, including database and accounting system
(QuickBooks) entry and upkeep. Specifically related to Sliding Scale program payments and
documentation of completed CenCal/Holman and Victim Witness program sessions.
- Knowing or learning about community resources for information and referral purposes.
- Performing clerical work, including correspondence, copying, mail processing, filing
and other writing and report preparation duties as required.
- Maintaining the confidentiality of clients at all times through appropriate handling of case
materials and information, as well as in verbal communication.
- Providing support to the Board of Directors and committees as necessary and when requested,
including taking minutes of meetings, meeting set-up, and participation in special events.
- To provide courteous, compassionate, responsive customer service to clients and volunteers.
- To be attentive to time sensitive details in conjunction with accounts receivable/payable, data reporting/management and general accounting.
- To listen empathetically and critically in order to provide appropriate services, assessment and/or referrals.
- To prioritize tasks based on the needs of the Executive Director.
- To be familiar with local social service organizations and the ability to make referrals.
- To be knowledgeable regarding office organization and filing systems.
- To be knowledgeable regarding Word, Excel, Outlook/Email Program, InDesign, QuickBooks and FileMaker Database Software, (or be willing to train up to the required level).
- To understand basic accounting procedures and follow strict protocol with regard to backup
protection involving the flow of money.
- To produce professional documents and understand database management.
- To prioritize and complete tasks with a minimum of supervision.
- To recruit, support, and coordinate volunteers.
- To skillfully organize information and produce needed reports.
- Graduation from an accredited college/university with a Bachelor’s degree in social sciences, business, marketing, non-profit administration or a similar major. *Those with equivalent professional experience and proven work history are encouraged to apply.
- A minimum of two years of experience in non-profit, social service, or public health/benefit programs with major responsibility for project implementation and management.
- Graduation requirement can be replaced with up to four years of additionally similar equivalent experience.
- Bi-lingual, Spanish speaking preferred.
► Valid CA Driver’s license and proof of insurance
► Clean criminal background check/live scan (upon offer of employment)
► Ability to lift 5-10 lbs. from floor to overhead
► Must be legally able to work in the United States