People & Office Operations Coordinator

Hearts of Healing Counseling Services (HOHCS); Richmond, Northern (VA, KY); Hybrid; USD 36,000 - 54,000; Full time

Job summary

Hearts of Healing Counseling Services (HOHCS) is seeking an organized Office Administrator to manage daily operations, organize new hire records, support intake processes, handle communications, and assist with billing and payroll preparations.

The role involves maintaining office systems, auditing records, and ensuring policy compliance while providing secretarial support to clinicians and staff to enhance overall agency efficiency.

Responsibilities

• Supports company operations by maintaining office systems and on boarding and closeout of all personal staff.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Organize all new hire charts and closed out employee charts
• Audit monthly personally charts and ensure documents are obtained that are missing
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Assist with client initial intake forms
• Contributes to team effort by accomplishing related results as needed.
• Receive, direct and relay telephone messages and fax messages
• Direct the general inquiries to the appropriate staff member
• Pick up and deliver the mail
• Print out weekly documentation, quarterly reports and services request and place in mailbox system for signatures
• Take minutes and attendance for staff meetings and conference calls and send to Program Support Specialist, Quality Assurance, and Clinicians
• Maintain an adequate inventory of office supplies, notifying the CEO when items need to be reordered
• Complete weekly spreadsheets for billing and payroll
• Provide word-processing and secretarial support as needed
• Complete new hire background checks to the appropriate documents
• Ensure main areas of the office are neat at all times
• Facilitates quality assurance checks and completes client satisfaction inquiries
• Assists all office administrators with data entry, filing and compiling information for reports
• Other duties as assigned in accordance with daily functions of the agency

Job description

Hearts of Healing Counseling Services (HOHCS) is seeking an organized Office Administrator to manage daily operations, organize new hire records, support intake processes, handle communications, and assist with billing and payroll preparations.

The role involves maintaining office systems, auditing records, and ensuring policy compliance while providing secretarial support to clinicians and staff to enhance overall agency efficiency.