Office and Program Coordinator - Part Time

Description

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better. 

If you are kind, patient, and ready to make a difference, we would love to meet you!

JOB DESCRIPTION

Office and Program Coordinator

Office Administration – Waterloo, IL

Status: NON-EXEMPT (hourly) Part-time

Hours worked (typical):   20 -24 hours per week          

Remote Work: Up to supervisor discretion/business operation needs 

EEO Classification: Administrative Support Workers

Job Tasks Typically: 

Unstructured - worker will be allowed to determine/plan the order of tasks, priorities, and goals.

Description of Typical Work Schedule:

Monday, Tuesday, Thursday 12:00 PM to 7:00 PM (Hours set based on necessity of department or office.)

PURPOSE: The Office and Program Coordinator is responsible for completing clerical duties in a timely, accurate, and confidential manner. This position has primary responsibility for supporting the office in daily operations. This may include responsibilities of management of the office building and office functions including front desk/receptionist coverage. Work is performed under the supervision of the Office and Fleet Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Office Processes

• Collaborates with and supports the Office and Fleet Manager and other departmental staff to ensure administrative support is available to all programs and/or departments residing in the building.
• Participates in clinical meetings and acts as an extension of the program that is assigned. Must be able to communicate between multiple departments.
• Greeting and assisting visitors at the front office window, in a courteous and professional manner. Remaining calm & composed if the environment becomes highly stressful. 
• Interact professionally at all times and assist staff, visitors, vendors, volunteers, sponsors, board members and donors while in the office or on the phone. 
• Perform clerical duties including but not limited to data entry, filing, copying, emailing, faxing and/or scanning documents. 
• Serves on agency committees as opportunities arise.
• Maintains existing program forms and creates new program forms; maintains applicable program-related system binders.
• Manage multi-line phone system, answering and directing all incoming phone calls and messages left after hours to the appropriate staff. 
• Maintains office supply inventory – ensuring materials are stocked and accessible to staff
• Completes state-required data input and maintenance for respective program(s).
• Assist with room scheduling for visits, meetings, or other program use. 
• Completes program assignments: data processing and filing.
• Completes vouchers for office purchases or services rendered, when applicable.
• Assists Office and Fleet Manager with management of vendors (water, copier, cleaning, shredding, vending, etc.) 
• Assist with sorting and distribution of mail and the use of the postage machine.
• Maintains daily log for incoming checks, cash, and credit card transactions.
• Manages Petty Cash for program/department use, keeping it in a secured locked place and ensuring the documentation for each withdrawal is correct and witnessed.
• Ensures office complies with accreditation requirements, such as fire and tornado drills and monthly building inspections. 
• Completes quarterly Level 1 Quality Assurance/Utilization Review audit for respective program.
• Ensures adequate file storage on site and coordinates with Office and Fleet Manager on management of off-site file storage for long-term files.
• Backup duties for other secretaries/receptionist(s). Including coverage of some evenings when openings arise. (assignment is up to supervisor discretion/ dependent on program needs)
• Complete specialty area tasks as assigned.

DIRECT REPORTS: N/A 

Requirements

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED

Degree/Field Required: High School Diploma or GED (Related fields will be considered.) 

Degree/Field Preferred: 2 yr degree (Related fields will be considered.)

Additional Fields of Knowledge Important for the Role: Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology. Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Experience Required: Minimum 1 year (Can be interchanged with equivalent experience from an advanced degree related to this job and/or with other relevant experience verified by applicant/incumbent). 

Licenses/Certifications Required: N/A

Licenses/Certifications Preferred: N/A

VEHICLE RELATED REQUIREMENTS:

Access to reliable transportation to get to/from work: Required. 

Access to a reliable automobile: Required.

Must provide proof of auto liability insurance (and continue to while working in this position): Required.

Must possess a valid driver's license: Required.

Drug Free Workplace:

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this, a strict drug-free workplace policy is maintained.

Salary : $18