Office Coordinator

EFFICIENCY/ACCOUNTABILITY:

• Practices effective self-time management, work ethics, and problem-solving techniques.
• Follows through on commitments, deadlines, and objectives.
• Maintains and submits all required documentation, reports, and data in a timely manner.
• Strives to meet requested public’s request for services.
• Directly supervised by the Director.

CUSTOMER SERVICE:

• Presents self and organization in a positive, professional manner.
• Is always courteous to the public, colleagues, and deals with customer complaints in a consistent, timely and professional manner.
• Completes and investigates any Incident Report regarding Dispatch actions, works in conjunction with Operations Manager to investigate reports to Dispatch regarding drivers and/or service.

SPECIFIC JOB DUTIES:

• Greet public entering building, assist as needed.
• Answers telephones: directing calls to proper staff, schedules ride requests received from the general public and local agencies, answers service inquiries, and provides exceptional customer service.
• Schedules rides according to clients’ request providing ample travel time, within road conditions, to accommodate.
• Remain positive, courteous, and respectful while determining the specific services needed.
• Accurately calculates fare fees for both passenger and driver.
• Immediately communicates changes and cancelations to driver via radio for day of service.
• Operates communication devices (radio) in a professional manner in accordance with rules and regulations. Address only – no names.
• Facilitates calls to customers when requested by drivers to communicate a delay or confirm ride.
• May assign vehicles to drivers as needed for rotation.
• Provides Dispatch coverage as needed for Saturday rotation and emergency coverage.
• Schedules, conducts, facilitates routine Dispatch meetings and incorporates ongoing education and training.
• Counseling direct report employees struggling in their role and conducting annual evaluation in conjunction with Director.
• Interviewing and training new office employees and organizing their employment paperwork with regular performance reviews.
• Responsible for monthly invoicing to contracted agencies and passengers.
• Creates new contracts with community agencies and businesses.
• Weekly reconciliation of farebox and deposits.
• Assist with community events, APTA marketing, program promotion, and promoting advertising opportunities.
• Assist with procurement projects and routine supply orders.
• Assist Director with website management, social media exposure, and promoting APTA brand across multiple formats.
• Creating an office budget, monitoring office supplies and ordering.
• Maintain a clean, professional office.
• Reporting office progress to Director, coordinating with Operations Manager, working with them to improve office operations and procedures.
• Performs other tasks as assigned by Director.

QUALIFICATION REQUIREMENTS:

• Must successfully pass the company risk assessment, including background check, negative for drugs and alcohol.
• The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts.
• Flexibility to help staff adjust to new tasks with authority or office changes.
• Strong interpersonal skills to interact positively with all employees.
• Leadership ability to manage challenges.
• Attention to detail to ensure tasks are completed thoroughly and correctly.
• Ability to remain positive and fluid with changes to schedules, weather, and equipment.
• Knowledge of Arenac County is required.

EDUCATION:

High school diploma or equivalent. Specialized training, college level courses, technical training, or business school. Two years of job-related experience.

LANGUAGE, REASONING AND OTHER QUALIFICATIONS:

• Ability to adapt various tasks and assignments.
• Ability to ask questions when assistance or training is required.
• Ability to maintain confidentiality.
• Ability to work with and provide information to people with disabilities.
• Ability to facilitate and develop communications with individuals, groups, and the general public.
• Creativity to schedule assignments for multiple vehicles.
• Proficiency in MS Office, excellent computer skills, including spreadsheets, creating word documents, and database management.
• Skills to effectively deal with and negotiate through confrontational situations and stressful interactions.

PHYSICAL QUALIFICATIONS:

• The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to talk, hear, see, stoop or kneel, and use/reach hands/arms. Occasionally, the employee is required to lift and or move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

No unusual environmental factors.

Job Type: Full-time

Pay: $15.50 - $17.50 per hour

Benefits:

• Paid time off

Experience:

• Office: 2 years (Preferred)
• Office management: 1 year (Preferred)

Work Location: In person

Salary : $16 - $18