File Compliance Coordinator

Under assigned supervisor, this position provides administrative and secretarial support, interacts with a diverse group of clients as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload. Recommends changes in office practices or procedures.

Essential Duties and Responsibilities

• Primary focus of the position is to open, maintain and close files according to policy and procedure
• Reviews files and ensures compliance with policies and procedures. Communicates findings to Supervisor, Director of Programs and Senior DOP.
• Verifies, compiles, and records a variety of data/information related to assigned program, department, or work unit
• Exercises independent judgment, relieves the manager of routine actions not requiring their immediate attention
• Prepares a variety of material such as inter-office communications, correspondence, requisitions, forms, statistics
• Effectively uses word-processing, database, and spreadsheet software application programs during assigned duties
• Acts as office receptionist by answering telephones, making reservations and appointments, receiving, and responding to all levels of staff and the general public, and providing information and assistance whenever possible (when AOA not available)
• Maintains accurate and detailed calendar of events, due dates, and schedules related to the assigned department or program and its services to ensure proper tasks and activities occur as scheduled
• Prepares reports from data compiled and records kept as it relates to the assigned work unit or program
• May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality
• Receives, opens, and distributes incoming and outgoing mail; initiates and/or transmits inter-office memos and notices (when AOA not available)
• Establishes and maintains a variety of records, logs, and filing systems pertaining to area(s) of responsibility
• Receives, reviews, and verifies documents and records for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Coordinates assigned office functions and details with other departments/units as necessary
• Develops or assists in the development of forms, worksheets, and record-keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs within assigned unit
• Assists other support staff with assigned functions as needed; may oversee and direct the work of temporary support staff
• Operates standard office equipment including a computer, copier, printer, and other related equipment
• Prepares a variety of interoffice communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature
• Performs related duties as required

Qualifications

Education
• High School diploma/GED
 

Experience
• Minimum 1 year of experience in similar position

 

Other
• Valid driver’s license and acceptable driving record with OHU required levels of coverage for auto insurance

 

• Tuition assistance up to $2500 per year
• Up to 4 weeks paid Vacation Days; up to 6 paid Personal Days and up to 5 paid Sick days annually
• Medical, dental, vision, 403b Retirement, flexible spending accounts, health savings account, and short-term disability options
• Agency paid life up to $50K based on salary
• Voluntary Supplemental Life for Employee, Spouse, and Child(ren)
• Voluntary Legal Plans
• Agency paid long term after 1 year of employment
• Career ladders, professional development, and promotion opportunities
• Free LCSW and LCPC Supervision hours available in some locations

Required Skills
1. Ability to learn the operations, procedures, policies, and requirements of the assigned department or program and effectively apply them with good judgment in a variety of procedural situations
2. Ability to accomplish clerical/secretarial duties with speed and accuracy
3. Ability to understand and carry out a variety of oral and written instructions
4. Ability to perform mathematical calculations accurately
5. Ability to establish and maintain a variety of records and filing systems
6. Ability to prioritize and appropriately schedule assignments or tasks to meet established deadlines
7. Ability to operate a variety of standard office equipment including, but not limited to, a computer, calculator, fax machine, copier, and printer
8. Proficient computer skills in a Microsoft Windows environment and adaptive skills to expand software application skills as necessary
9. Effective verbal and written communication skills with ability to convey information in a clear, concise manner
10. Ability to establish and maintain effective work relationships with those contacted in the performance of required duties
11. Ability to be professional and courteous with a strong customer service focus
12. Ability to exercise discretion and ensure confidentiality

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role in a professional office environment; however, some active office tasks are required. This would require the ability to move about inside the office to access file cabinets, office machinery. This position requires the ability to move file boxes, office products and supplies, up to 20 pounds. The position requires visual and auditory acuity within professionally determined normal ranges, with correction if need; and manual dexterity sufficient to operate a computer and office equipment, including, but not limited to, the telephone, computer, and copier. Occasional local and regional travel is required for this position.