Administrative Coordinator

OPTIONS, a non-profit serving individuals with developmental disabilities is looking for someone to join our Administrative team. The ideal candidate must be able to multitask, be organized, have strong attention to details and work in a fast-paced environment.

Job Summary:

The Administrative Coordinator provides comprehensive administrative support to agency operations. This position is responsible for coordinating special projects, managing safety and insurance processes, overseeing documentation and compliance tasks, and supporting residential and emergency preparedness programs.

Essential Duties & Responsibilities:

General Support:

• Organize and assist with special events and agency-wide projects.

• Manage Amazon purchasing and ensure all required documentation is collected.

• Support departmental purchasing needs and coordinate order pickups/deliveries.

• Assist with policy and procedure manual updates and formatting.

Safety & Insurance:

• Serve as the liaison with insurance carriers and track accidents/injuries.

• Conduct accident investigations and process insurance/workers’ comp claims.

• Maintain OSHA 300 logs and quarterly 1017A reports.

• Handle insurance renewals and distribute safety reminders to staff.

• Maintain safety materials and conduct monthly fire drills.

• Monitor inventory of emergency PPE.

Social Security Rep Payee Support:

• Assist with Rep Payee application and bank account setup.

• Track application status and ensure proper direct deposit setup.

• Notify SSA of participant/account status changes.

• Assist with SSI/SSDI applications as needed.

Compliance & Records Management:

• Monitor and ensure timely mileage approval in company system.

• Assist with audit-related document retrieval.

• Maintain investigation files and document storage databases.

• Manage consultant files, contracts, and annual audits.

• Oversee records storage and destruction.

Residential Administrative Support:

• Develop and maintain admission/discharge procedures and checklists.

• Track and verify completion of admission/discharge steps.

• Coordinate grocery/supply purchasing and reconcile residential accounts.

Emergency Preparedness:

• Assist with disaster supply purchasing and quarterly food/supply evaluations.

Other Duties:

• Perform related duties as assigned to support agency operations.

Requirements:

• High school diploma or equivalent.

• Minimum two (2) years of administrative or office experience.

• Valid driver’s license and good driving record.

• Proof of vehicle liability insurance (if using personal vehicle).

Preferred Qualifications:

• Excellent organizational, clerical, and multitasking skills.

• Strong written and verbal communication skills.

• Proficient in Microsoft Office, spreadsheets, QuickBooks, and databases.

• Strong interpersonal skills and ability to adapt to changing priorities.

• Experience working with individuals with disabilities and public-facing roles.

• High attention to detail and urgency toward responsibilities.

  
  

BENEFITS:

EOE/M/F