Business Coordinator - Galveston Care Management (Onsite)

Minimum Qualifications

Associate degree or equivalent and 2 years of office related experience.

Job Summary

To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department.

Job Duties

• Financial related tasks:

  • Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment.
  • Assists in the development of Process budget.
  • Maintains detailed reports and records of accounting data.
  • Coordinates the process’ accounts receivable and posting revenues.
  • Reconciles Process accounts comparing entries on ledgers with invoices, journal vouchers, and purchase orders to verify accuracy of posting and receipt of payment for services provided by the Process.
  • Identifies variances in expenditures and reports to customers as appropriate.
  • Prepares detailed financial, statistical, and annual reports.
  • Prepares comparative analysis reports and statements reflecting variations in the expenditures and revenues.
  • Conducts cost studies regarding the process’ charge structure/billing system.
  • Captures data for necessary reports and develops user-friendly reports.
  • Schedules, coordinates, and organizes appointments, meetings, and rooms.
  • Coordinates meeting notifications and prepares agendas.
  • Fills process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule.
  • Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.
  • Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.

• Software related tasks:

  • Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts.
  • Types routine, complex, and/or confidential documents utilizing a typewriter, word processor, or specialized computer software package (e.g., presentations, flow charts, etc.).
  • Composes correspondence and memorandums in appropriate business letter format.
  • Proofreads all completed assignments for grammar, format, and structure.
  • Creates, maintains, and manipulates databases and spreadsheets.
  • Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands.

• Clerical tasks – filing, scheduling, reporting, etc.

  • Develops area/process office record keeping systems.
  • Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.

• Customer Service

  • Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.
  • Responsible for administrative support tasks at the executive level. Ensures smooth and seamless service in the executive office, managing day-to-day activities.

• HR related tasks

  • Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices.
  • Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance.
  • Verifies and reconciles payroll issues and distributes employee payroll.
  • Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues.
  • Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.

• Miscellaneous

  • Initiates improvements in work process/environment.
  • Analyzes and standardizes procedures for improved efficiencies.
  • Prioritizes daily work assignments.
  • Contributes ideas and suggestions for improvements to the process.
  • Supports and assists in the cross training of team members.
  • Good overall knowledge of Non-Exempt Administrative Support role skills.
  • Adheres to internal controls and reporting structure.

Salary Range

Actual salary commensurate with experience.