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About the Role

The Office Coordinator supports daily administrative and operational functions within a forensic mental health program serving justice-involved individuals. This role ensures smooth clinic operations, accurate recordkeeping, and effective communication between clients, clinicians, probation/parole agencies, and internal teams. The Office Coordinator plays a key role in maintaining compliance, supporting treatment delivery, and ensuring that every client interaction reflects professionalism, accuracy, and confidentiality.

Responsibilities

• Coordinate daily front-office operations: greet clients, manage check-ins, schedule appointments, and maintain an organized and professional front desk.
• Manage client documentation: process intake paperwork, ensure records are accurately entered into the Electronic Health Record (EHR) system, and maintain both digital and physical files per Health Insurance Portability and Accountability Act (HIPAA) and agency standards.
• Facilitate communication: serve as the first point of contact for clients, clinicians, and justice system partners, responding promptly and professionally to inquiries.
• Support forensic program compliance: track documentation, coordinate and conduct Male Urinalysis (UA) appointments, monitor completion of mandated forms, and prepare materials for audits and inspections (CASOMB, CDCR, County).
• Assist with financial and administrative tasks: collect and post payments, issue client statements, manage petty cash logs, and process service verification requests.
• Support clinical operations: coordinate clinician schedules, assist with group rosters and attendance tracking, and ensure office readiness for client services.
• Collaborate with operations and compliance teams: escalate facility, safety, or documentation issues promptly and support cross-departmental needs as directed by the Office Manager.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent.
• Minimum 2 years in an administrative or client service role, preferably in healthcare, behavioral health, or criminal justice environments.
• Must pass DOJ/FBI background check.
• Must possess a valid California driver’s license.
• Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field.
• Prior experience supporting CDCR, CASOMB, County Behavioral Health, or other forensic program contracts.
• HIPAA, CPR/First Aid, and trauma-informed care training preferred.

Skills

• Proficiency in Microsoft Office Suite and Google Workspace tools.
• Experience with EHR systems (Electronic Health Record (EHR), Welligent, or similar).
• Strong attention to detail and accuracy in documentation.
• Knowledge of HIPAA, Title 22, CASOMB, and CDCR compliance standards.
• Data entry and administrative reporting proficiency.
• Clear, professional, and empathetic communication with clients and partners.
• Team player supporting clinicians and administrative staff in achieving shared goals.
• Strong organizational skills to prioritize multiple tasks and maintain orderly systems.
• Resourcefulness in handling challenges and adapting to evolving program needs.
• Discretion when managing sensitive client and justice system information.
• Maintains composure under stress and navigates high-volume workflows efficiently.
• Ability to stand, walk, or remain seated for extended periods.
• Ability to lift/carry up to 25 pounds.
• Proficient with computers, printers, scanners, phones, and office equipment.
• Clear vision and hearing for reading documentation, working on screens, and communicating effectively.
• Ability to safely move throughout office, clinic, and community environments.
• Ability to work independently and safely while operating alone in an office or remote work environment.
• Ability to travel between assigned regional office locations and provide support at other offices as needed to meet business and operational needs.

Location

• San Francisco / San Mateo - Bay Area Region
• Chico and Supporting sites
• Capitola/Salinas Region

Work Type

• Full-Time
• On-Site

Experience Level

• Minimum 2 years in an administrative or client service role

Education Level

• High school diploma or equivalent
• Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field

About the Company

• We are an Equal Opportunity Employer committed to creating an inclusive workplace.

Equal Opportunity

• All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin, ancestry, citizenship, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, pregnancy, breastfeeding status, medical condition, genetic information, disability, military or veteran status, or any other status protected under federal, state, or local law, including the California Fair Employment and Housing Act (FEHA).
• We provide reasonable accommodations to applicants and employees with disabilities. If you need assistance or accommodation, please notify us.