Office and Program Coordinator

At Caritas we believe every life deserves LOVE! If you agree, then please consider joining our team!! Caritas Family Solutions is seeking a dependable, detailed oriented Office and Program Coordinator to serve at our Mt. Vernon office. This position is perfect for office professionals who are highly organized and value being part of a great team. Most importantly, the work you’ll do helps support our frontline workers providing care for traumatized youth! If you’re ready to change the world, please apply today!!!

At Caritas, we know we’re competing with other employers for your services, and we want to win! It is our goal to offer competitive compensation and affordable benefits to all eligible employees. Caritas currently offers the following benefits to full-time employees:

• 403 B Retirement Plan (5% Employer Match)
• Generous Paid Time Off
• Health, Dental and Vision Insurance Coverage
• 12 Employer Paid State & Federal Holidays
• Telehealth Services
• Employer Paid Life Insurance
• Health Saving Account
• Employer Paid Short- & Long-Term Disability
• Tuition Assistance Program
• Real Work/Life Balance

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.)

Additional Fields of Knowledge Important for the Role: Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology. Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. .

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).

Licenses/Certifications Required: N/A

Licenses/Certifications Preferred: N/A

SKILLS REQUIRED

Manager-specific: N/A

Basic: Active Listening — Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Mathematics — Use mathematics to solve problems. Monitoring — Monitor/Assess performance of yourself, other individuals, or organizations to make improvements or take corrective action. Reading Comprehension — Understand written sentences and paragraphs in work-related documents. Speaking — Talk to others to convey information effectively. Writing — Communicate effectively in writing as appropriate for the needs of the audience. Language — Able to read and write in English.

Social: Coordination — Adjust actions in relation to others' actions. Service Orientation — Look for ways to help people. Social Perceptiveness — Be aware of others' reactions and understanding why they react as they do.

Problem Solving/Decision-making: Time pressure decision-making — Make decisions without much analysis or time to consider alternatives. Judgment and Decision Making — Consider the relative costs and benefits of potential actions to choose the most appropriate one ensuring that decisions made have an impact on others, the image/reputation of Caritas, and/or the financial resources. Systems Analysis — Determine how a system should work and how changes in conditions, operations, and the environment will affect outcomes. Systems Evaluation — Identify measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.

Resource Management: Management of Material Resources — Obtain and see to the appropriate use of equipment, facilities, and materials needed to do certain work. Personal Time Management — Manage one's own time and the time of others.

Technical: Equipment Selection — Determine the kind of tools and equipment needed to do a job. Troubleshooting — Determine causes of operating errors and deciding what to do about it.

Proficient Computer Skills In: Excel, Outlook, Word, Microsoft Teams

Expert Computer Skills In: N/A

MENTAL EFFORT/COGNITIVE ABILITIES REQUIRED: Deductive Reasoning — Apply general rules to specific problems to produce answers that make sense. Fluency of Ideas — Come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity). Oral Comprehension — Listen to and understand information and ideas presented through spoken words and sentences. Oral Expression — Communicate information and ideas in speaking so others will understand. Problem Sensitivity — Tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem. Selective Attention — Concentrate on a task over a period of time without being distracted. Written Comprehension — Read and understand information and ideas presented in writing. Written Expression — Communicate information and ideas in writing so others will understand.

PHYSICAL REQUIREMENTS: Light work. Exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

PHYSICAL ACTIVITIES REQUIRED: Lifting — Raise objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. Fingering/Grasping — Pick, pinch, type or otherwise work, primarily with fingers rather than with the whole hand as in handling. Applying pressure to an object with the fingers and palm. Walking — Move about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. Sitting — Particularly for sustained periods of time. Speech Clarity/Talking — Express or exchange ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Includes the ability to understand the speech of another person. Hearing — Perceive the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

VISUAL ACUITY: The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.

WORK CONTEXT/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.

This position is based primarily in an office environment.

Other PPE Required: N/A

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