WEST MONT JOB DESCRIPTION

JOB TITLE: Office Coordinator

HOURS/WEEK: 40 hr per week

DEPARTMENT: Administration

IMMEDIATE SUPERVISOR: Finance and Accounting Director

WORK SCHEDULE (HOURS): 8:00 – 4:00 Monday-Friday with flexibility as needed to complete task(s) and work special events.

FLSA: Nonexempt

Revised date: 9/16/2025

JOB SUMMARY:

Provides administrative and secretarial support for the organization, specifically to the administrative office. Primary coverage of phones, front desk, and processing incoming and outgoing mail. Performs duties such as typing, filing, data entry, record keeping, scanning of confidential documentation, coordination of meetings and conferences, managing supplies, and working on special projects.

REPORTING RELATIONSHIP:

The Office Coordinator is directly responsible to the Finance and Accounting Director and will have a close working relationship with all West Mont staff.

MAJOR DUTIES AND RESPONSIBILITIES INCLUDE, BUT NOT LIMITED TO THE FOLLOWING:

• Support the West Mont Mission, Vision and Core Values.
• Provides primary coverage of phones and front desk, including screening of incoming calls and visitors, analyzing their needs in relation to West Mont functions and directing them to the correct person and taking and distributing messages.
• Good working knowledge of organization and services provided to adequately process incoming contacts.
• Processes all incoming mail, including picking up the mail, opening, sorting, determining who the information is routed to, and date stamping. Processes outgoing mail for delivery to the Blaine building.
• Assists in keeping office machinery in good working order, arranging for repairs as necessary, and contacting appropriatepeople for maintenance as directed.
• Provides support to the CEO and/or Executive Team on special projects and daily tasks as assigned.
• Maintains office supply inventory and order supplies when required.
• Maintains medical supply inventory and order supplies when required.
• Coordinates meetings for agency and staff as assigned by arranging meetings, coordinating rooms, refreshments, clean up, etc. Completes correspondence, minutes, memos, and various other materials as assigned.
• Completes other general secretarial functions, such as copying, filing, typing, alphabetizing, scanning, enumerating, and keeping office areas clean, stocked, and organized.
• Exposure to sensitive information and situations requires a tactful and trustworthy individual to preserve credibility of the agency, and confidentiality of client information.
• Serves as a representative of the organization, conducting oneself appropriately in manner, dress, and actions. Interaction with clients, co-workers, supervisors, medical providers, volunteers, vendors, guests, visitors, and other members of the community, etc. must be in a manner that is friendly, supportive, courteous, respectful, cooperative, and professional. This behavior should promote an atmosphere of teamwork that is consistent with the organization’s standards and guidelines to promote positive relations.
• Performs all tasks while striving to maintain the highest ethical standards, including, but not limited to, support of West Mont policies and procedures as well as any applicable laws and regulations. Providing the best possible customer service, avoidance or disclosure of situations that may place the client or employees at risk; strives to treat all consumers and employees as fairly as possible; and avoids relationships that might be a conflict of interest or compromise the values of West Mont.
• Perform other related duties and responsibilities that may become necessary or as directed.

REQUIRED QUALIFICATIONS:

High School diploma or equivalent

Minimum of 2 years’ clerical experience in a professional office setting is preferred

Possess a valid driver’s license and be insurable

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Experience with Office 365 and Teams is a plus.

Must have a strong work ethic, professional attitude, and be reliable.

Excellent organizational, attention to detail, and thoroughness skills required.

Must have a passion for West Mont’s mission.

Solid communication and interpersonal skills.

Ability to maintain confidentiality and sensitive information.

Ability to prioritize, utilize time management, and work effectively and efficiently with repeated interruptions.

Must always communicate pleasantly, professionally, clearly, and effectively verbally and in writing with co-workers, clients, guardians/family members, physicians, vendors, and other significant parties to the organization.

Must be able to exhibit an empathetic, non-judgmental, and understanding attitude toward caring for people with developmental disabilities in a vocational setting.

Must be able to obtain and maintain CPR, First Aid and Mandt Certification. In-house training provided.

WORK ENVIRONMENT AND PHYSICAL EFFORT:

The noise level in the work environment is usually moderate.

Frequently standing, bending, sitting, and walking for long periods.

No or very limited exposure to physical risk.

May be subjected to frequent interruptions.

May be subjected to hostile and emotionally upset clients and personnel.

Frequently lifts and carries items weighing from 10 – 50 lbs.

No or very limited exposure to physical risk.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total of the specific duties and responsibilities of any position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.