Administrative And Operations Coordinator

Position: Administrative and Operations Coordinator

Reports to: CEO

Location: Hazelwood, MO

Employment Type: Full-Time

Position Summary:

The Administrative and Operations Coordinator is responsible for providing high-level administrative and operational support to ensure the efficiency of daily functions within the organization. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple tasks simultaneously. The ideal candidate will have experience in financial operations, Medicaid billing for home care services, and administrative coordination.

Key Responsibilities:

Supervision:

• Supervise administrative staff and personal care attendants, ensuring smooth daily operations and adherence to policies.

Administrative Support:

• Provide executive administrative support to the CEO and leadership team.
• Manage correspondence, scheduling, and coordination of meetings, ensuring effective communication across departments.
• Maintain and update organizational records, contracts, and compliance documentation.
• Prepare reports, presentations, and other documents as required.

Financial and Operational Support:

• Assist in financial operations, including accounts payable, accounts receivable, and payroll processing. Previous experience processing payroll and payroll reports is required.
• Medicaid billing for home and community-based services (HCBS) is required, ensuring accuracy and compliance.
• Track and monitor budgets, expenses, and financial reports in coordination with the finance team.
• Assist with grant reporting and financial documentation as needed.
• Utilize Care Smart360 and Charity Tracker to manage client data, track services, and ensure accurate reporting.

Human Resources & Compliance:

• Support HR functions, including onboarding, maintaining personnel files, and coordinating employee training.
• Ensure compliance with organizational policies and state regulations, particularly for home and community-based services.
• Maintain accurate documentation of employee timekeeping and PTO requests.
• Support recruitment efforts by coordinating interviews and managing application records.

Operational Coordination:

• Oversee office management functions, including supplies procurement and vendor coordination.
• Assist with the implementation of operational policies and procedures to improve workflow.
• Coordinate with external partners, vendors, and stakeholders to facilitate smooth operations.
• Manage technology and software systems, ensuring they meet the operational needs of the organization.

Qualifications & Skills:

• Minimum of 3 years of experience in administrative or operations coordination, preferably in healthcare, nonprofit, or social services settings.
• Experience with Strong executive functioning skills with the ability to prioritize tasks efficiently.
• Proficiency in Microsoft Office Suite, Google Workspace, and financial software.
• Familiarity with Care Smartz 360 and Charity Tracker is preferred, not required.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Candidates must obtain the In-Home Care Designated Manager Certification within two months of employment if they do not already have it.

Work Environment & Benefits:

• Full-time position with a competitive hourly wage.
• Opportunity to work in a mission-driven organization dedicated to serving seniors and adults with disabilities.
• Professional development and growth opportunities.

How to Apply:

Interested candidates should submit a resume and cover letter to hr@circleofcarestlouis.org with the subject line "Administrative and Operations Coordinator Application." Applications will be reviewed on a rolling basis until the position is filled.