Job Title: Office Coordinator

Job Overview:
We are seeking candidates who demonstrate excellent organizational skills, a commitment to delivering consistent and high-quality customer service, strong written and verbal communication skills, some leadership skills and the ability to effectively manage multiple tasks. If you possess these qualifications, we invite you to apply for the Office Coordinator position. This is a full-time, permanent position based in the office, and bilingual candidates are preferred.

Upon successful completion of a 90-day introductory period, team members at KLCAS are eligible for benefits including paid health, dental, and vision insurance, vacation and sick leave, twelve paid holidays per year, two floating holidays, and access to our Employee Assistance Program. After one year, KLCAS offers a retirement contribution match of up to 5% for employees.

The starting wage for this position is $18.00 per hour, and the recruitment process will continue until a highly qualified candidate is selected to join our team.

· Monitor ongoing activities, projects and workflow, adjusting Support Advocate assignments as necessary.

· Responsible for providing team-specific operational processes to team members.

· Annual review of team-specific operational processes and completion updates as necessary.

· Provide training to team, assess effectiveness of team member training and support their professional development.

· Review and submit office supply orders after compilation of team lead orders by Coordinators.

· Coordinate with program-specific team leads on Support Advocate capacity and where they can provide general support to other teams.

· Serve as the point of contact for community outreach events/meetings, coordinate team participation to provide basic messaging about KLCAS programs as requested and appropriate.

· Assign tasks and projects to Support Advocates, provide support when issues are identified and track accurate, effective and efficient completion.

· Ensure consistent separation of duties compliance with KLCAS Financial Policies and Procedures Manual.

· De-escalate difficult callers when necessary.

· Ensure security, integrity, and confidentiality of applicant, participant, team and organizational information.

· Ensure filing systems are maintained and current.

· Lead contact for recruitment of vacant positions, including posting of vacant positions internally and externally, requesting additional information and scheduling in person interviews as described in HR process documents.

· Be familiar with all KLCAS programs to appropriately refer callers, visitors, applicants as needed.

· Be a resource for KLCAS team members in using the office. Assist with finding or ordering office supplies, using office equipment, and answering general questions.

· Control expenses by evaluating processes and implementing cost-saving strategies. This includes monitoring and maintaining office supplies inventory and minimizing waste or duplicative item purchases.

· Review stamp and bus token logs for accurate completion by Support Advocates.

· Maintain the front lobby including informational boards, brochure supplies, and supervision of general cleaning.

· Contact local vendors to provide services to the organization (i.e. phone/internet vendor, cleaning service, water delivery service, vending machine, etc.).

· Receipt and preparation of deposit slips. Review and approval of deposit slips completed by Support Advocates.

· Receipt and distribution of office supplies to team leads.

· Coordinate and prepare for various meetings and trainings including emailing agenda information, copying handouts, drafting minutes, arranging refreshments/meals and coordinating team member participation.

· Facilitate Coordinator meetings as scheduled, including agenda development, following meeting agreements and follow up on action items.

· Complete quarterly updates of the KLCAS Resource Guide.

· Complete daily postings on the KLCAS Facebook page.

· Answer telephone calls, provide program messaging and transfer calls to appropriate team member.

· Provide voicemail messages to appropriate team members for return phone calls.

· Provide routine information about Klamath & Lake Community Action Services via telephone, email or in person.

· Provide information and referrals via telephone, email or in person.

· Provide general office support, including filing, scanning, making copies, and distributing received faxes to the appropriate team member.

· Maintain office equipment.

· Greet each in person visitor, determine what assistance they are seeking and refer to program team members as requested or necessary.

· Ensure drop box located at the front entrance is emptied a minimum of twice per workday.

· Ensure sandwich board application displays are consistently stocked. Ensure sandwich board application display is taken outdoors in the morning and brought in in the afternoon just prior to the end of the day.

· Retrieve, open, sort and distribute mail received.

· Providing mailing services for all teams, including accurate tracking expenditure of mailing costs.

· Assist with special projects and events as requested.

· Attend team meetings and events as required.

· Ability to take direction and/or instruction from multiple team leads.

· Ability to effectively and accurately prioritize multiple projects and duties.

Knowledge, Skills and Abilities

· Ability to maintain regular and punctual attendance.

· Ability to communicate clearly and effectively both orally and in writing.

· Ability to interact positively and respectfully with Klamath & Lake Community Action Services target groups, team members, community partners, vendors and the general public.

· Ability to supervise Support Advocates effectively, assess and adjust Support Advocate capacity and workload and provide coaching to improve existing skillset.

· Ability to maintain applicant, participant, team member and organizational confidentiality.

· Ability to work as part of a team.

· Ability to work in a generally regulated environment with regular review by supervisor.

· Ability to work with sensitive participant and/or team member situations in a non-threatening, empathetic and professional manner.

· Strong working knowledge of Microsoft Word and Excel, and aptitude to quickly learn other applications as needed.

· Knowledge of general office procedures, machines and practices.

· Ability to plan for, implement and complete assignments to meet objectives, deadlines and targets.

· Ability to be consistently detail oriented, self-motivated with a high quality of work output.

Qualifications and Educational Requirements

· High School Diploma or equivalent required.

· Associates degree preferred.

· Proficiency in customer service

· Proficiency with Microsoft Office.

· Prior to date of hire and throughout employment:

o Valid driver’s license;

o Proof of current auto insurance;

o Access to reliable transportation required; and

o Satisfactory criminal background check required.

Physical Demands

· Ability to work, bend, kneel, stand and/or sit for an extended period of time.

· Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100 lbs.

Other Requirements

· Protects organization’s value by keeping client, employee, and proprietary information confidential. A signed confidentiality agreement will be required.

· Complies with all KLCAS Policies and Procedures as stated in the KLCAS Personnel Policy and Finance Policy and Procedures documents.

· In the event that the Team Lead is unavailable, the Coordinator is expected to ensure all team members stay on task and complete their work effectively and efficiently. The Coordinator will also be the point of contact for de-escalating callers and in-person visitors for their team.

· In the event that all Team Leads are unavailable, the Coordinator is expected to serve as the Team Lead backup and ensure that all team members stay on task and communicate effectively and appropriately in all interactions. The Coordinator will also be the point of contact for de-escalating callers and in-person visitors for their team.

Note: This is a paid position. We do not offer unpaid internships.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Experience:

• Microsoft Office: 4 years (Required)
• Administrative experience: 4 years (Required)

Ability to Relocate:

• Klamath Falls, OR 97601: Relocate before starting work (Required)

Work Location: In person