Administrative Coordinator

Childrens Home of Jefferson•Lowville, NY

10d•Onsite

About The Position

Under the supervision of the Administrative Services Manager, the Administrative Coordinator supports various functions and operations for several Agency Departments utilizing CHJC’s Satellite Office location in Lowville. They are responsible for warmly greeting visitors and ensuring visitors are directed to appropriate personnel. The Administrative Coordinator supports office operations by overseeing scheduling, purchasing, and maintenance of space and agency vehicles. Note: this position is directly tied to expectations of CHJC’s Lewis County office location. It is the expectation that this individual works in the Lewis County office.

Requirements

High school diploma required, Certificate or Associates Degree in a related field preferred with one to two years of general office experience.
Must be able to type and use word processing software including database and spreadsheet software ability including Word, Excel, PowerPoint and other office related software.
Must be able to use copiers, computers, phones, faxes, etc.
Knowledge of the internet and social media.
The individual must have proficient computer skills and working knowledge of Microsoft Word, Excel, PowerPoint, Teams, and Outlook.
Strong organizational and time-management skills with attention to detail.
Excellent interpersonal and communication abilities, with a collaborative, team-oriented approach.
Ability to handle confidential information ethically and without bias.
Demonstrates professionalism, tact, and diplomacy when working with diverse populations.
Self-directed and capable of managing multiple priorities effectively.
Knowledge and experience with Strength-Based and Individualized Care approaches for children and families.
Able to adapt to change productively and perform other duties as assigned.
Must maintain privacy of confidential information.
Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States.
Valid NYS driver’s license required.
Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training will be required following date of hire.

Responsibilities

Answers and directs all incoming phone calls
Greets and directs all visitors with excellent customer service
General oversight of agency vehicle fleet in Lowville:
As required, schedules vehicle maintenance appointments (ensures the vehicles are dropped off and picked up for service)
Submits necessary billing documents for any maintenance/repairs
Oversees the cleanliness of vehicles (schedules cleaning as necessary)
Ensures all vehicles are equipped with necessary items (washer fluid, gas cards, AAA cards, snow brush, etc.)
In partnership with the facilities team ensures proper and up-to-date vehicle documents (registration, inspection, insurance)
Responsible to complete necessary room reservations and RSVPs for special meetings or events
Provide in-person office coverage specific to late night hours of clinic operations.
Essential role in inclement weather and office closure procedures
Assists with new hire duties:
Schedules appointments for new staff to obtain necessary ID/Badges for Canton Office
As required, distributes (and tracks) office keys
Acts as a liaison with the Landlord and CHJC’s Facilities Director for office-related items/concerns (air conditioning/heat, internet, phones, etc.)
Maintains an up-to-date office phone list for Lewis County staff
In partnership with Information Technology Department, responsible to monitor the printer/copier/fax machine:
Ensures it is serviced properly
Ensures ink cartridges are ordered and replaced when needed
Keeps IT department informed of all issues
Oversees the monitoring and purchasing of office supplies:
Oversees inventory of supplies
Creates purchase orders
Facilitates the purchase of items (regular office supplies and for special events)
Responsible for petty cash (distribution and reconciliation)
Responsible for credit cards (sign-out, sign-in) and assists in the monthly reconciliation of assigned credit cards
In partnership with Marketing and Events Coordinator, assists with the planning for Agency/Department special events:
Purchasing of supplies
Monitoring of attendance
Providing necessary correspondence
Orders or arranges for food (meetings, special events)
Supports Clinic operations:
Schedules necessary appointments (i.e.; mental health, diagnostic, EKG, blood work, genetic testing, etc.)
For Lowville Satellite Clinic cases, creates and updates client charts in the EMR
Ensures necessary consents are signed and uploaded/completed within the EMR
As required, completes appointment reminder calls to program participants
Conducts outreach to program participants who miss scheduled appointments
As needed, assists with EMR training for staff