What are the responsibilities and job description for the Office Coordinator position at 360 Youth Services?
Effective Date: January 1, 2025
NON-MANAGEMENT JOB DESCRIPTION
Job Title: Office Coordinator, 360 Youth Services
Exempt/Non-exempt: NON-EXEMPT
Immediate Supervisor: Associate Vice President of Prevention and Community Services
Salary: $20-$25
Benefits: Click Here to view LCFS’ Full-Time Employee Benefits.
Opportunity for an additional $1,500 Quarterly Continuous Quality Performance Bonus
Essential Functions:
1. Primarily responsible for overseeing the daily operations of the 360 YS office, ensuring smooth workflow and adherence to company policies and procedures; serve as a contact point for internal and external stakeholders, addressing inquiries and resolving issues promptly; monitors and ensures professional office appearance and maintenance of equipment and security.
2. Manage vendors related to office and building upkeep. Alerting management of concerns related to the office. Organizes office moves in conjunction with director and other internal and external stakeholders.
3. Completes accurate and timely financial processes; deposits, payment of invoices, routine bills, and other billings to DCFS and others. Performs purchasing function for office, using prescribed forms and procedures. Tracking DCFS clearance for volunteers
4. Supports Directors in recruiting, interviewing and hiring processes.
5. Communicates effectively with all agency staff and external stakeholders; including related to security and issues of office closures and moves. Monitors the use of conference rooms and offices for supervisors and visiting staff. Prepares timely set up and materials for New Employee Orientation and other events when hosted by office.
6. Responsible for welcoming new staff, completing orientation to office and all office staff, and ensures staff work area and supplies are ready on first day.
7. Ensures secure and orderly file room meeting all DCFS/state/federal regulations, council on accreditation standards and all other regulatory and law requirements. Prepare documents and files for audit purposes, ensuring accurate and timely submissions.
8. Maintains and updates resource database to help assist clients
9. Coordinate and prioritize office activities, including scheduling appointments, meetings, and conference calls. Prepare and distribute internal communications, memos, and reports as needed.
10. Provides support for volunteer-driven fund-raising activities and forwarding and logging contributions to the development department, as received.
11. Handles confidential information with discretion.
12. Perform other duties as assigned.
Knowledge and Ability Requirements:
- Knowledgeable of general office procedures and Microsoft Office Suite
- Excellent customer service and organizational abilities with attention to detail. Demonstrates excellent leadership and management abilities.
- Demonstrates competence in general office, verbal and quantitative skills.
Education and Experience:
High School Diploma required with some college preferred. Bachelor’s degree in business administration, management, or a related field is preferred. Minimum two years in a related position in a comparable service field required. Additional experience required as supervisory responsibilities are increased. Proficient in using office software and technology, including Microsoft Office Suite and office management systems. Accounts payable background a plus – as well as prior work with Concur or Sage accounting systems. Strong interpersonal and leadership skills to effectively manage and motivate a team. Ability to type with speed and accuracy is required. As well as the ability and capacity to prioritize tasks and meet deadlines.
Physical Demands and Other Requirements:
To perform this job successfully, an individual must be able to perform the essential duties listed in the job description satisfactorily. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle or feel objects, or controls; reach with hands and arms. Capable of operating standard office equipment, including a computer and keyboard, calculator, typical business machines such as a fax machine and copier. The employee must occasionally lift and/or move up to 20-30 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. The employee is required to have valid driver’s license, auto insurance and must be able to safely operate a motor vehicle. The work environment characteristics include a noise level which is usually low to moderate.
Position Responsibilities/Program Execution and Decision Making:
- Diversity and Inclusion/ Professionalism: In all aspects of their work presents as a role model to others, behaving in a way which actively supports LCFS as a welcoming community, promotes diversity and inclusion in the workplace and collaborates with others to further equity and dismantle barriers to a more inclusive experience of community. Participates in annual professional development and/or advocacy regarding inclusion.
- Ethical Conduct: Follows all ethics policies and procedures related to program execution and decision making as defined by the agency as well as any related professional licensing, regulatory or accrediting body. Maintain confidentiality of client, staff, and agency information. Reports any known or suspected breaches of confidentiality in accordance with policy. Reports possible misconduct or relevant errors/ oversight in a timely manner and responsibly addresses related issues with chain of command.
- Communication/ Interpersonal Skills: Consistently conveys clear, accurate, timely, and respectful communication appropriate for the situation. Informs appropriate management staff when incident occurs or a crisis situation. Maintains professional boundaries with clients/residents, staff, interns, volunteers, and vendors. Able to successfully share skills and concepts with others and works effectively with others under time and environmental pressures.
- Safety and Agency Resource Utilization: Demonstrates sound judgement and foresight in safety awareness and in daily work. Notifies, in a timely manner, the supervisory chain of any incidents or circumstances that need attention. Report all suspicions or allegations of abuse immediately to their supervisor. Ensures appropriate utilization of materials and resources and minimizes waste.
- Other Responsibilities: All other tasks and responsibilities as assigned.
Salary : $20 - $25