Office Support Coordinator

Office Support Coordinator

Summary Purpose for the Position:

Develops, organizes, and disseminates information in support of program objectives. Information management responsibilities include reviews of the paperwork, literature, translation of research of documentation and policy into user-friendly information. Provides clerical support and assistance to office staff. Assures smooth and efficient daily operations of the office through complete record keeping and report information. Also provides technical assistance and support to the field delivery system.

Requirements (Education, Experience, Certification, Knowledge, Skill):

Demonstrated knowledge, up to 3 years of training and proficiency in general clerical, technical and interpersonal skills, including familiarity and/or experience with office equipment. 

Must have experience as support staff in human services field.

Must be bi-lingual, English-Spanish.

Position Responsibilities:

Reviewing materials and documentation for validation of new clients and placement paperwork prior to sending to P&R. 

Includes verification of validity by providing contact names, phone numbers and contact address for follow up.

Daily sorting and distribution of incoming mail to appropriate staff

Logs and processes outgoing mail

Records and transmit communications (phone, fax, etc) to office staff

Responsible for the operation and maintenance of all office equipment, this includes but is not limited to: copier, fax, phone system, postage meter, etc.

Completes confirmation of client eligibility paperwork by completing Field Audit Log Sheet.

Responsible for the completions of all ESCR requests from office staff including securing necessary paperwork for back up and mailing it to Central Office in required turn around time. 

Type, copy and distribute written correspondence and reports to include entering information into spread sheets using Lotus and/or other software programs.

Purchase, organize and inventory supplies utilizing input from office supervisor

Complete, edit, code, sort, file and distribute VAPR's for appropriate signatures and payment.

Make travel arrangements, process TAERS, including ensuring reconciliations are done in prescribed time period

Attend staff meetings to stay abreast of office activities and as training for doing minutes in the future.

Package mileage/timesheets for clients and staff for office supervisor approval for timely submission to Central Office

Make inquiries and follow-up calls related to office affair. 

Working Conditions/Environment:

Includes flexible working hours, including evenings and week-ends travel 

Exposure to different individuals at a high risk of being infected with a serious illness such as HIV, Hepatitis or TB. 

Position requires almost constant (more than 40%) exposure to computer video display screens and prolonged repetitive motion.

Transportation Requirement: 

Position requires automobile, driver’s license and insurance.

Last Updated: N/A 

Replaces: N/AApproved: N/A