Office and Program Coordinator at Caritas Family Solutions – Effingham, Illinois

Description of Typical Work Schedule:

8:00 AM - 4:30 PM (Hours set based on necessity of department or office.)

PURPOSE: The Office and Program Coordinator is often the first contact between Caritas and visitors. This position has primary responsibility for supporting the office in daily operations. This may include responsibilities of management of the office building, Caritas vehicular fleet assigned to the office, 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.
• 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.
• Ensure office security by monitoring individuals through main entry.
• Perform clerical duties including but not limited to data entry, filing, copying, emailing, faxing and/or scanning documents.
• Manage multi-line phone system, answering and directing all incoming phone calls and messages left after hours to the appropriate staff.
• Arrange for repairs when office equipment malfunctions. Communicate & report to building maintenance any issues or concerns.
• Assist with room scheduling for visits, meetings, or other program use.
• Assists with meeting room preparation including equipment, supplies and refreshments.
• Prepares paperwork, files, electronic correspondence for departments such as Intact, and Licensing
• 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.
• Ensures adequate file storage on site and coordinates with Office and Fleet Manager on management of off-site file storage for long-term files.
• Coordinates with other administrative and program staff to ensure adequate on-boarding for new hires
• Assists with Secret Santa and other donations for foster care youth or families.
• Serves as a backup to the Office and Fleet Manager when necessary.
• Supports efforts towards staff morale initiatives and/or events.
• Inform staff of changes in policy and changes happening within the office setting

Fleet

• Management of Caritas fleet as assigned to building/location
• Daily Monitoring of Fleet GPS data reporting
• Coordinates vehicle usage, maintenance & general upkeep with staff.
• Reconciles vehicle gas card transactions, reporting discrepancies to Finance Department.

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.)

Experience Required: Minimum 2 years (Can be interchanged with equivalent experience from an advanced degree related to this job and/or with other relevant experience verified by applicant/incumbent).

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.

Additional license requirements that are necessary: N/A