Job Description: The Office Coordinator is responsible for coordinating the day to day operations of the office, as well as provide supports to the administrative team. The position includes office administration, executive assistant duties, bookkeeping, billing and scheduling responsibilities.
Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office Coordinator

• Greet visitors to the agency and direct them in a timely manner to the appropriate personnel, ensuring that all visitors sign the Visitor’s Registry Log & issue Visitor Badges.
• Monitor client sign-in/out registry log for any clients being brought in or checked out by parent/guardian or staff from other agencies.
• Management and coordination of referrals for Behavioral Health appointments. Manage all phone inquiries and route to appropriate staff based on nature and acuity of the situation.
• Maintain front desk, reception area, meeting rooms and office space ensuring all are kept tidy and clean.
• Maintain office supplies and place orders when necessary.
• General typing of memos, letters, forms, and general information as needed.
• Prepare any bulk mailings.
• Enter all donations received and prepare donation letters for mailing.
• Collect and record rent payments for Prairie Horizons residents monthly and process receipts for residents.
• Process incoming mail, date stamp, and disperse to appropriate staff mailboxes.
• Record any checks from the incoming mail in the accounting system and submit to the CFO for deposit.
• Process out-going mail on postage machine and give to postman daily.
• Prepare Purchase orders and distribute as needed using Sage Intacct
• Process agency invoices daily in the accounts payable system.
• Assist clients with purchasing SHOWBUS passes.
• Take minutes of Quality Assurance meetings quarterly
• Prepare and submit billing to ROCS by 5pm every Monday.
• Assist the Safety Officer in coordinating Safety Procedures. Carry-out those procedures during inclement weather, storm watches/warnings and contact necessary staff and departments.
• Submit billing for the Behavioral Health Clinic
• Perform other related duties as assigned.

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. The noise level in the work environment is usually moderate.
Physical Demands: The physical demands described here are representative of those that must be met by an employee 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 or hear. The employee is frequently required to walk and use hands. The employee is occasionally required to stand; sit; reach with hands and arms and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.
Qualifications:

• Post secondary degree in Business Administration or High school diploma with a minimum 3 years’ experience of proven success performing most of the duties outlined above will be accepted.
• Must possess strong customer service skills
• Strong administrative, organizational, and customer service skills.
• Ability to work in a fast-paced environment and have exceptional time management skills to balance the various duties and responsibilities this position entails.
• Solid communication and interpersonal skills
• Ability to process computer data and format/generate reports.
• Mathematical knowledge to include basic addition, subtraction, division, multiplication, and computing averages.
• Advanced Microsoft Office skills such as PowerPoint, Excel, and Word

This position is a full-time, hourly, non-exempt position (37 hours), Monday through Friday. This individual reports directly to the Director of Administrative Services/CFO.