Office Coordinator - Part Time

Responsibilities

• Answer a high volume of incoming telephone calls daily, route calls to appropriate staff, and take/distribute detailed messages as needed.
• Assist Program Director with processing and submission of bi-monthly payroll.
• Handle new hire personal and payroll forms and maintain personnel files.
• Assist Program Director with maintaining and updating the weekly Caseload Size and Status Report.
• Prepare and handle mail-outs of Quality Assurance/Consumer Satisfaction surveys quarterly in accordance with Quality Assurance Manual requirements (10% Monitoring).
• Process incoming and outgoing mail: receive, open, date stamp, and distribute incoming mail; apply postage and deliver outgoing mail to the Post Office daily.
• Assist Project Director in maintaining the On-Call Schedule and notifying the company’s answering service; enter daily log of absences in calendar and logbook.
• Lock and unlock office doors for daily business.
• Greet and assist all visitors while maintaining confidentiality.
• Monitor office supplies and place orders as needed.
• Check faxes regularly for processing and distribution to appropriate staff; report and follow up on repairs.
• Assist with maintenance of copy and fax machines (re-supply paper/toner, etc.).
• Perform data entry into the computer system daily; create and produce reports as requested by Program Director and Supervisors.
• Maintain tracking charts to ensure timely processing and submission of data to appropriate staff.

Requirements

• High School Diploma or equivalent.
• Desktop computer skills: Internet, Microsoft 365, Excel.

Physical Requirements

• Regularly operate a computer, file and retrieve written documents, and communicate with others on the phone and in person.
• Frequently walk, sit, use hands, and lift and/or move lightweight items.
• Ability to move independently or with reasonable accommodation within the facility and community.
• Must have a vehicle available and the ability to communicate clearly.

Working Conditions

Work is performed in a normal office setting that is environmentally controlled. The noise level in the work environment is quiet to moderate.