Office Coordinator

Job Title:                                CDSOffice Coordinator

FLSA Status:                          Non-exempt

Supervisor:                             Program Manager

Positions Supervised:            None

Date of Last Revision: June 4, 2015

Job Summary: The Office Coordinator is responsible on a daily basis for ensuring the smooth operation of the office and administrative functions as well as providing organizational support to supervisors. Provides office services by implementing administrative systems, procedures, and policies and works to provide high quality and timely support to the work of the organization. As an employee of MRCI, this individual is expected and required to maintain the highest ethical standards.

Essential Responsibilities/Duties:

1. Greets customers in a professional manner and helps to connect them with MRCI staff they have come to do business with.
2. Works cooperatively with supervisor, co-worker(s) and staff to assure office functions are handled in a professional and efficient manner. Makes independent judgment decisions regarding situations that arise during the workday with visitors, telephone, and mail.
3. Assists with the coordination of daily building operations as needed (including unlocking and locking the building and arranging for maintenance and repairs).
4. Assists in the transport of mail and other documents between Map Drive and CDS offices.
5. Picks up, opens, date stamps and distributes the in-coming mail, sorts and posts the outgoing mail, and delivers it to post office.
6. Handles incoming calls for the department, takes messages and programs after hours telephone message, as appropriate. Also assists with overseeing the documents that come through the fax.
7. Performs clerical functions including scanning and filing documents electronically; makes file folders for new clients; types and sends out memos, takes and distributes staff meeting minutes.  Also, tracks inventory of supplies and places orders; schedules conference rooms for meetings.
8. Maintains copier/printer/fax machines, postage and mailing machine and makes calls to vendor for service as needed. 
9. Follows DHS licensing and HIPAA standards to maintain client and employee files.
10. Assists with processing payables as needed, to ensure that all of the payables are either paid or otherwise acted upon within the deadlines established by the department.
11. Works with the HR Generalist to ensure that all hiring information is complete. This includes entering new hire information into various department systems and opening and closing CDS staff files.
12. Coordinates the assessing, tracking and synchronization of facility issues and their successful management.
13. Performs other job related duties that may be assigned by immediate supervisor.

Qualifications/Requirements: Two years of related experience including administrative support, receptionist duties and working knowledge of typical office equipment. In addition, this individual must be a skilled and accurate typist, with the ability to prepare a variety of forms, letters, reports, and memos. Office Coordinator must have proficiency in computer based office software, including Word, Excel and Outlook. This individual must possess oral communication skills to effectively present information in one-on-one and small group situations to the general public and other employees of the organization. Will maintain high level of professionalism and secure sensitive information.

Education/Experience: High school diploma required, Associate's degree preferred and two years' experience including administrative, clerical support and customer service.

Physical Demands: Physical ability to work in an office setting and operate office equipment. Continual sitting, lifting, bending, twisting. Vision sufficient to read computer screens and print documents.

Working Conditions: Fast paced work environment with the need to perform multiple tasks at once while maintaining a professional demeanor with clients and customers.

Current Openings for Office Coordinator Jobs at MRCI