Assistant Program Coordinator
About The Position
To provide administrative and secretarial support to the Program Director, the Program Coordinators, the House Managers and the Staff of the Community Supports and Residential Programs. This role involves general clerical duties, assisting with schedules, managing files, purchasing supplies, and supporting monthly meetings. Additionally, it includes core responsibilities related to payroll inquiries, mileage tracking, managing personal money and petty cash, and courier services for the Claremore area. General job duties encompass entering incident reports, typing outcomes, handling faxes and scans, assisting with staff training audits, and supporting Program Coordinators with various administrative tasks.
Requirements
- Associates degree or equivalent relevant experience.
- Demonstrated proficiency in word processing.
- Demonstrated proficiency in spreadsheets.
- Demonstrated proficiency in effective oral communication.
- Demonstrated proficiency in effective written communication.
- Must be organized.
- Must possess excellent computer skills.
- Must possess excellent people skills.
Nice To Haves
- Previous HOH experience preferred.
Responsibilities
- Provide administrative support for the Community Supports/Residential Programs including telephone coverage, copier projects, mail handling, supplies control, and internal/external communications.
- Assist Program Coordinators in managing their schedules and handling calls.
- Set up and maintain suspense "tickler" files to track activities with specific deadlines and manage central files.
- Update contact lists as needed.
- Purchase office supplies and equipment with Program Director approval and maintain documentation.
- Provide administrative support for Monthly Meetings, including preparing the meeting room, attending, taking notes, transcribing, and distributing minutes.
- Perform special projects as assigned.
- Assist staff with missed punches, leave-time, or other payroll-related questions.
- Handle staff inquiries and needs, as well as phone calls, regarding payroll.
- Screen and process incoming calls and questions from staff to PC on payroll.
- Perform monthly mileage logs, oil changes, and calculate billable mileage for finance.
- Contact staff for current insurance and DL information.
- Notify PC of any questionable mileage in a timely manner.
- Contact HM if mileage is not turned in, utilizing good customer service skills.
- Track mileage, ensuring HM submits it on time and accurately.
- Alert PC of issues with timeliness or neatness of mileage submissions.
- Check personal money and petty cash to ensure accuracy and alert PC of any issues.
- Call HM’s if personal money/petty cash is not turned in on time and alert PC of ongoing issues.
- Act as courier for the Claremore area, picking up and delivering client personal money, petty cash, and pay stubs.
- Enter on-line incident reports.
- Type up outcomes.
- Fax/scan DDS-5’s and submit to PC for med changes.
- Assist OCA during staff training audits by locating copies of in-services.
- Assist staff when PC is out of office.
- Assist PC with checking all in-services to ensure they are current, especially for new hires and staffing changes.
- Order office supplies.
- Perform filing tasks.
- Fax PT, nutrition, ETL, and other professionals' monthly paperwork.
- Hand out random drug screenings.
- Help PCs with quarterly summaries.
- Perform all other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
