The Office Coordinator I will provide administrative and clerical support, site management, and financial management assistance to the Child & Adolescent Services Program, located out of the Albany Park office. The Office Coordinator I will be the lead site support for the Albany Park office, and is the point of contact for all employees, clients, and visitors.  The Office Coordinator I will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship.  

• • Respond and screen to all intake referrals (phone and email) in a timely manner 
  • Provide administrative and clerical support for clinical teams; i.e. documentation reminders, reporting of productivity numbers, handout of medication sheets, calendar maintenance, faxing, etc.   
  • Develop and execute workflows to address program needs 
  • Provide support to on-site Team Leaders with team operations; i.e. attendance at team meetings, maintenance of contact lists, budget creation, completion of tracking forms and logs, etc.   
  • Manage site operations; i.e. supply management, mail distribution, petty cash, food orders, etc.  Coordinate assistance from other departments to address site specific issues, such as Maintenance, Information Technology, etc.   
  • Facilitate check-in process for clients entering outpatient clinic: greeting clients, manage client copayment collection, collect documentation and scan to appropriate systems, and distribute assessments to clients.   
  • Schedule initial and follow up psychiatry appointments for Tapestry Integrated Health Center, along with providing client and staff member updates  
  • Coordinate onboarding/offboarding process of employees 
  • Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received.  Assist with the controlled substance process, which includes sign-in/sign-out of medications per policy. 
  • Ensure client documentation is received and scanned into appropriate systems.   
  • Assist with submissions of case registrations for clients and submissions of Medicaid/ Managed Care Organization authorizations for teams. 
  • Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists 
  • Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.  
  • Provide back-up financial services support as needed; i.e., filling of client envelopes, petty cash, etc. 
  • Distribute client funds, provide account balances, and pick up funds from off-site locations i.e. weekly budgeted monetary funds, petty cash, etc.  
  • Assist with recognition announcements and planning of staff appreciation activities  
  • Ensure the completion of routine safety drills in accordance with policies, procedures, and guidelines.   
  • Provide open access coverage at main location ensuring clients are matched with available clinicians when appropriate  
  • Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential agency issues. 
  • Perform other related duties and/or projects as assigned 

   

• Demonstrated work experience in an administrative, clerical, or site management position   

• Thorough knowledge of Microsoft applications (e.g., Teams, Excel, Outlook, PowerPoint, Word) 
• Familiarity with computers and database management tools 
• Excellent customer service and organization skills 
• Provide thorough communication to all teams, departments, and Supervisors 
• Ability to be flexible, adaptable, and proactive in a variety of situations 
• Bilingual (Spanish), strongly preferred 
• Available to work evenings