Use you excellent communication, customer service, supervisory and early learning experience to become Opportunity Council's new Front Office Coordinator in our Early Learning and Family Services Department!
The Front Office Coordinator provides comprehensive operational oversight and management of the 1201 Front Office site and supports communication between office staff, line staff and management staff. Working in conjunction with coordinators, managers and directors the Front Office Coordinator supervises front office staff and oversees day-to-day operations to ensure that services for ELAFS clients are of high quality and ensures that all office operations are monitored and carried out in accordance with service area work plans, OC systems and all program policies and procedures. Maintains working knowledge of agency and departmental policies and procedures and other applicable regulations.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

Staff Supervision and Support

• Responsible for the supervision of direct staff including hiring, training, evaluation, professional development, disciplinary action, and termination.
• Regularly meets with direct reports on team and individual basis to ensure work is completed and staff are apprised of pertinent program updates.
• Works with coordinators and managers in supporting preschool staff in their work and professional development.

Planning and Implementation of Services

• Schedules front office staff to ensure walk-in client communication is cohesive and safe.
• Supports communication between program leadership and front office staff.
• Plans and assists in the execution of staff trainings, travel and events.
• Participates as necessary on agency & department committees on behalf of program.
• Supports family services by planning and organizing various projects and programs, such as hygiene bags, holiday assistance, back-to-school events and assisting with Policy Council activities.

Site Operations

• Meets regularly with Preschool Services Manager and coordinators to review status of work, completion of ongoing monitoring functions, and status of program support activities being carried out by front office team.
• Maintains an inventory and tracking system of all departmental technology equipment
• Regularly inventories and and replenishes all paper forms.
• Ensures all program data entry is entered in an accurate and timely manner in various data bases, such as Child Plus. This includes staff training and qualifications.
• Provides guidance to staff in documentation of volunteer hours and other in-kind.
• Tracks and maintains department assets in collaboration with classroom staff, Facilities, and Information Services.
• Monitors front office budget.

• Coordinates departmental communications and outreach, including newsletters, social media and marketing.
• Maintains and coordinates departmental parking permits.
• Keeps ELAFS internal resource website (InForm) up-to-date.
• Participates in program monitoring activities, including annual self-assessments, federal and state reviews.
• Provides support to directors, managers and coordinators in the writing of federal, state or philanthropic grants.
• Provides technical and administrative assistance; setting up meeting technology, taking meeting notes, and distributes notes as needed.
• Facilitates maintenance requests.
• Leads social media team and reports on key performance indicators to social media support staff and other parties on a quarterly basis.

OTHER RESPONSIBILITIES:

• Provides consistent, professional and reliable ELAFS representation at all meetings and events with community partners for planning and collaboration.
• Performs other duties as assigned.
• May perform direct services.

The Front Office Coordinator provides comprehensive operational oversight and management of the 1201 Front Office site and supports communication between office staff, line staff and management staff. Working in conjunction with coordinators, managers and directors the Front Office Coordinator supervises front office staff and oversees day-to-day operations to ensure that services for ELAFS clients are of high quality and ensures that all office operations are monitored and carried out in accordance with service area work plans, OC systems and all program policies and procedures. Maintains working knowledge of agency and departmental policies and procedures and other applicable regulations.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

Staff Supervision and Support

• Responsible for the supervision of direct staff including hiring, training, evaluation, professional development, disciplinary action, and termination.
• Regularly meets with direct reports on team and individual basis to ensure work is completed and staff are apprised of pertinent program updates.
• Works with coordinators and managers in supporting preschool staff in their work and professional development.

Planning and Implementation of Services

• Schedules front office staff to ensure walk-in client communication is cohesive and safe.
• Supports communication between program leadership and front office staff.
• Plans and assists in the execution of staff trainings, travel and events.
• Participates as necessary on agency & department committees on behalf of program.
• Supports family services by planning and organizing various projects and programs, such as hygiene bags, holiday assistance, back-to-school events and assisting with Policy Council activities.

Site Operations

• Meets regularly with Preschool Services Manager and coordinators to review status of work, completion of ongoing monitoring functions, and status of program support activities being carried out by front office team.
• Maintains an inventory and tracking system of all departmental technology equipment
• Regularly inventories and and replenishes all paper forms.
• Ensures all program data entry is entered in an accurate and timely manner in various data bases, such as Child Plus. This includes staff training and qualifications.
• Provides guidance to staff in documentation of volunteer hours and other in-kind.
• Tracks and maintains department assets in collaboration with classroom staff, Facilities, and Information Services.
• Monitors front office budget.

• Coordinates departmental communications and outreach, including newsletters, social media and marketing.
• Maintains and coordinates departmental parking permits.
• Keeps ELAFS internal resource website (InForm) up-to-date.
• Participates in program monitoring activities, including annual self-assessments, federal and state reviews.
• Provides support to directors, managers and coordinators in the writing of federal, state or philanthropic grants.
• Provides technical and administrative assistance; setting up meeting technology, taking meeting notes, and distributes notes as needed.
• Facilitates maintenance requests.
• Leads social media team and reports on key performance indicators to social media support staff and other parties on a quarterly basis.

OTHER RESPONSIBILITIES:

• Provides consistent, professional and reliable ELAFS representation at all meetings and events with community partners for planning and collaboration.
• Performs other duties as assigned.
• May perform direct services.

EDUCATION, EXPERIENCE, TRAINING REQUIREMENTS:

SKILLS AND ABILITIES REQUIRED:

ADDITIONAL REQUIREMENTS UPON HIRING:

Remote Work: This position is on-site, may remote during closures.

Essential Employee: No

Working Conditions: Work is generally performed in an active or crowded office environment, with frequent interactions with the public and other Opportunity Council department staff. May require lifting heavy objects.

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Benefits @ Opportunity Council

Opportunity Council offers the following benefits to eligible employees:

• Paid time off earned on an accrual basis (vacation, sick, personal holidays)
• Paid time off for wellness needs>
• Employer-paid holidays (13 in 2023)
• Employer-paid HDHP and low-cost traditional health care options
• HSA and FSA, subject to plan terms
• Eligibility for Critical Illness coverage
• 403(b) retirement plan (5% employer contribution)
• Eligibility for health coverage for legal dependents
• Eligibility for employee/family dental and vision coverage
• Voluntary benefits such as life insurance, long-term disability, long-term care and personal legal services

Opportunity Council is a private, non-profit Community Action Agency serving homeless and low-income families and individuals. Our mission is to help people improve their lives through education, support, and direct assistance while advocating for just and equitable communities. For over 50 years we have offered a broad scope of services that range from addressing immediate and crisis-oriented needs (food, emergency shelter, eviction-prevention) to longer-term programs that promote self-sufficiency in our community (early childhood education, home weatherization). For more details, please visit our website at https://www.oppco.org.