Administrative Office Coordinator

Sevita•JACKSON BELDEN, OH

2d•Onsite

About The Position

The Administrative Office Coordinator is responsible for a variety of essential job functions including processing payroll, managing employee timekeeping, handling accounts payable, processing PCard receipts, and performing general office duties. This role requires strong organizational skills, attention to detail, and the ability to handle confidential information. The position involves minimal travel between job sites and operates within an office setting with varying noise levels and temperatures. Reasonable accommodations are available for individuals with disabilities to perform essential functions.

Requirements

High School Diploma or GED equivalent required.
Must have completed at least two years of relevant college coursework or prior Accounts Receivable or Accounts Payable experience, or equivalent combination of education and experience.
Two years of related office management or bookkeeping experience.
Ability to communicate (verbally and written) with all levels of personnel, internal and external to the company.
Experience in managing systems, processes, and people.
Experienced user with MS Office (Excel, Word, and PowerPoint).
Valid driver’s license from state of residence with a satisfactory driving record as defined by Company vehicle policy and/or liability insurance carrier (as applicable per program requirements).
Must be able to work independently as well as part of a team.
Capable of working responsibly with highly confidential information.
Must meet all agency requirements for pre-employment as required by Company and/or State regulations.

Responsibilities

Process Payroll per the operations payroll schedule including distributing payroll checks and communicating payroll discrepancies to the business center.
Collection and review of employee punch correction forms and/or manual timesheets. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly.
Distribute Workforce Timekeeper Employee Time Detail and other Payroll reports received from the Resource Center to supervisors for review.
Collection and review of employee mileage forms. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly.
Process accounts payable invoices including invoice coding to General Ledger Account and locations in Oracle, run and review weekly report, submit invoices that are routed to the Resource Center for payment.
Collect PCard receipts from cardholders weekly and reallocate expenses as required.
Assist with processing of client funds requests as required.
Perform general office duties including preparing office correspondence and memos as needed, ordering and maintaining office supplies, and coordinating office and office equipment maintenance as needed.
Maintain purchase cards and distribute as needed. Obtain weekly spend down and receipts for cardholders/users. Reconcile receipts to US Bank statements, obtain Executive Director approval and retain for audit. Reallocate Purchase card expenses as required.
Prepare and submit Source forms for new locations, relation, lease renewals, and other property updates.
Ensure business documents are retained as per policy.
Performs other duties as assigned.