What are the responsibilities and job description for the Front Office Coordinator position at Family Service Agency of Santa Barbara County?
Why join our countywide agency?
- Make a meaningful impact every day with an agency dedicated to improving our community and fostering a positive, employee- and client-focused work culture.
- Enjoy competitive salaries and a comprehensive benefits package, including 90-100% employer-paid medical insurance, generous sick leave, holiday pay, and a complimentary subscription to the Calm meditation/sleep app.
- Benefit from ongoing professional development with continuous employee education and paid clinical supervision.
- We prioritize flexibility, offering adaptable hours and work schedules to fit your needs.
We look forward to you joining our team at FSA of Santa Barbara County!
The Position:
The Front Office Coordinator (FOC) is responsible for organizing, managing, and keeping the Santa Maria office running efficiently and safely. The position performs a wide range of administrative functions. This position is responsible for front desk reception, general administrative duties, and program support duties for the Counseling Program and all other FSA programs and departments. The FOC also provides support to FSA staff members. The FOC is responsible for opening the doors at 8:30 a.m., ready to greet the public in person and over the phone, answering incoming calls, taking messages, and re-directing calls as required. The Santa Maria office hours are 8:30 a.m. to 5:00 p.m.; however, depending on office and client needs, this schedule may change. The Santa Maria FOC position is under the guidance of the Chief Strategy and North County Programs Officer and the Operations Manager. The position reports to the Chief Strategy and North County Programs Officer.
FSA strives to be a trauma-informed and resilience-oriented organization. Because working with those impacted by trauma can affect staff in many ways, FSA actively identifies and employs methods to support staff to embody a healthy and sustainable balance of care.
Sample of Job Duties and Responsibilities:
Santa Maria:
- Open and close office building, including disarming and arming the alarm system.
- Answer and direct telephone calls, take messages and distribute to appropriate staff.
- Adjust schedule to end workday at 6pm to accommodate afterhours sessions, if possible and as needed.
- Check daily for and distribute incoming faxes.
- Open, date and distribute mail and incoming bills to appropriate staff daily; prepare outgoing mail as needed.
- Coordinate counseling and workspace room reservations.
- Ensure the reception and waiting area is clean and organized daily.
- Maintain FSA program information and partner agency materials are accessible to the public.
- Organize treatment rooms, workstations, storage closets, kitchen, and other public areas, as needed.
- Ensure FSA compliance documents and postings in the waiting area are current.
- Greet visitors and inform staff of visitor arrivals offer seat in the waiting area.
- Provide Facility Visit Non-Disclosure Form to visitors for completion as appropriate, issue visitor badge.
- Collect client fees, prepare, and provide receipts when applicable.
- Upload Intake forms and other documents to client database as needed.
- Obtain identifying information from clients and input into client database.
- Provide general information to visitors about FSA and its programs and refer to FSA program staff.
- Provide interpreting for client appointments as needed.
- Contact clients to notify them of canceled appointments, as requested.
- Process weekly deposits (see Process for Preparing SMVYFC Deposit Tally for Balance Financial)
- Send a customer satisfaction survey to newly closed clients.
- Prepare files for offsite storage based on the records retention requirements and forms.
- Working with the Lead Front Office Coordinator identify files eligible for annual offsite storage shredding based on the records retention requirements.
- Assist Management and Program staff with ordering program supplies, special projects and support duties as assigned, including distribution of supplies to clients such as gift cards.
- Prepare Program Intake packets in advance and provide them to clients as requested.
- Conduct office supplies inventory check, prepare, and submit supply order forms to Lead FOC.
- Coordinate logistics for FSA board, management and other program meetings and training that occur in the office or as requested by management.
- Assist managers as needed in scheduling candidate interviews and setting up interview files.
- Use the New Hire Checklist to Set-up new hire site-based needs including new mailbox, In/Out Board, staff badges etc.
- Provide back-up support for set up and operation of virtual meetings.
- Attend supervision meetings with Chief Strategy and North County Programs Officer.
- Attend trainings related to the field as requested by the Supervisor.
- In conjunction with Operations, help coordinate annual front desk safety/ crisis training.
- In conjunction with Operations, conduct quarterly safety inspections and regularly scheduled safety drills.
- In conjunction with Operations, inspect and initial fire extinguisher tag monthly.
- Monitor inside and outside of the office, including the parking lot, ensuring any safety concerns are addressed promptly.
- Maintain up-to-date site staff roster and phone lists.
- Provide back up for office equipment troubleshooting and support.
- Travel to other site-based offices as needed.
- May work evenings or weekends to support management or program teams.
- Perform other duties as assigned.
Agency-wide:
- Complete all mandated Santa Barbara County Department of Behavioral Wellness trainings annually.
- Check Medi-Cal eligibility for current and prospective clients.
- Provide data entry for Medi-Cal, and other third-party clients at opening, update, and discharge.
- Provide front desk back up to Guadalupe and Lompoc sites, as needed.
- Maintain and keep current job manual.
- Attend regular Front Office Coordinator meetings facilitated by Operations Manager.
- Serve on the FSA Safety Committee.
- Serve on the FSA C.A.R.E.S. Committee.
- Serve on biannual All-Staff Planning Committee as needed.
- Assist with various agency activities as needed.
- Perform other duties as assigned.
Employment Standards and Qualifications:
- Must be a high school graduate. Bachelor’s degree preferred.
- Bilingual (English/Spanish) required.
- Previous experience in an office setting required.
- Excellent computer skills required, including Microsoft Office Suite.
- Strong and effective written and verbal communication skills.
- Must demonstrate attention to detail and strong organizational skills.
- Efficient and effective multi-tasking skills required.
- Proven ability to handle sensitive and confidential information with strong customer service skills.
- Pleasant, professional, and p attitude when greeting visitors and clients required.
- Respectful and compassionate phone etiquette and the ability to relate well to clients and coworkers is essential.
- Valid automobile insurance, CA Driver License, and reliable transportation are required to travel throughout Santa Barbara County.
Classification, Hours and Pay Rate:
- This position is full-time (40 hours/week), non-exempt, with benefits, including: medical, dental, vision, life insurance, flexible spending accounts and 403(b) retirement plan. Generous vacation, holiday, and sick leave also offered.
- The pay range for this position is $24.00 - $26.00 per hour depending on education, experience, and qualifications.
Salary : $24 - $26
