Office Coordinator (Part-Time) First Presbyterian Church - 4.3 Berkeley, CA Job Details Part-time $26 - $28 an hour 9 hours ago Qualifications Google Workspace Achieving HIPAA compliance Spreadsheets Zoom Practice management software HIPAA Filing Executive administrative support Microsoft Office Administrative experience Attention to detail Organizational skills Clinical confidentiality policies Adobe Acrobat Full Job Description First Presbyterian Church of Berkeley Part-Time Office Coordinator, Berkeley Christian Counselors Non-Exempt, 28 hours/week,

Non-benefited Position Title:

Office Coordinator, Berkeley Christian Counselors Date:

As of March 2026 Job Summary Berkeley Christian Counselors offers professional counseling in a welcoming, nonjudgmental environment, marked by clinical excellence and spiritual integrity. The Office Coordinator serves as the first point of contact and vital hub for this ministry - facilitating financial processes, client relations, and office operations, to enable clinicians and clients to focus on wellness.

MAJOR RESPONSIBILITIES/ACTIVITIES

Financial & Billing Operations (50%)

Account Reconciliation:

Perform regular reconciliation of client accounts to ensure accurate billing and payment application; resolve discrepancies and apply late fees as needed.

Revenue Cycle & Accounts Receivable:

Process deposits, PayPal, and credit card reports; proactively coordinate accounts receivable, providing weekly A/R reports and follow-up on outstanding balances.

Clinician Payroll:

Prepare payroll calculations and data reports for licensed clinicians for review and final processing by the ED and church business office.

Billing & Documentation:

Generate insurance superbills, client statements, and invoices; maintain financial records in accordance with confidentiality, HIPAA, and organizational policies.

Funds Tracking:

Track scholarship and grant-funded session usage; apply credits to accounts and prepare monthly usage summaries and journal entries.

Budgetary Support:

Compile financial data for bi-monthly budget reviews and the annual budgeting process, including basic data tracking and forecasting as assigned. Administration & Clinical Coordination (50%)

Leadership Support:

Provide high-level administrative support to the ED and Clinical Director; serve as a reliable point of contact for staff and escalate urgent issues via established protocols.

Intake & Client Support:

Act as first point of contact for phone and email inquiries; participate as a member of the intake team (including meetings); distribute and route scholarship applications.

Clinical Personnel Support:

Coordinate onboarding and offboarding logistics for staff and trainees; track clinician licenses and certifications, providing direct notification of upcoming renewals.

System & Privacy Management:

Maintain accurate records in TherapyNotes and cloud systems; ensure all files are managed with HIPAA and organizational confidentiality policies.

Policy & Documentation:

Compile and update BCC administrative policy and procedural documents; maintain clinician consent forms and essential clinical documentation under direction of leadership.

Office & Client Hospitality:

Ensure the physical office environment is client-ready; maintain a welcoming and hospitable atmosphere through daily oversight of the office space.

Facilities Liaison:

Serve as primary point of contact for staff regarding facility maintenance, office equipment, and site access/safety concerns.

Emergency & Safety:

Serve as primary administrative point of contact for emergencies during business hours; escalate urgent issues according to established protocols.

Supply Management:

Manage inventory and ordering of supplies; track software and online subscriptions to ensure uninterrupted service. Minimum Requirements Demonstrated ability to maintain strict confidentiality regarding sensitive client and organizational information in compliance with HIPAA and organizational practices. Strong proficiency in Microsoft Excel and competence in working with financial data, spreadsheets, and reporting templates. Proficiency with Google Workspace, Adobe Acrobat, and Zoom; ability to learn practice management software and new applications effectively. Minimum of 2-3 years of administrative experience in a professional office environment; experience in a clinical, nonprofit, or ministry setting highly preferred. Strong organizational skills, high attention to detail, and clear written and verbal communication. Ability to work independently on assigned tasks and follow established processes. Proven commitment to cultural humility and the ability to engage authentically and respectfully with people of diverse backgrounds and lived experiences. A commitment to upholding the mission and values of BCC and First Presbyterian Church, offering a calm and compassionate presence that helps to create a safe, spiritually-grounded space for all.

Typical Hours:

Mon-Fri (approx. 12:00 PM - 5:00 PM or 2:00 PM - 7:00 PM). Some flexibility may be available by mutual agreement. Occasional Saturday hours may be required. Onsite.

Hourly rate:

$26-28/hour depending on experience Reports to: Executive Director of Berkeley Christian Counselors First Presbyterian Church of Berkeley encourages individuals from traditionally underrepresented communities to apply. According to the value of unity in diversity found in our faith tradition, we are committed to providing equal employment opportunities to all job applicants and do not discriminate on the basis of race, ethnicity, color, national origin, gender, age, marital status, sexual orientation, gender identity or expression, disability, military or veteran status, or any other characteristic protected by federal, state and local laws.

Note:

Nothing in this job description restricts the right of First Presbyterian Church leadership to assign or reassign duties and responsibilities to this job at any time.

Job Type:

Part-time Pay:

$26.00 - $28.00 per hour

Experience:

Microsoft Office:

2 years (Preferred) Administrative experience: 3 years (Required)

Work Location:

In person