Office and Program Coordinator

Caritas Family Solutions•Highland, IL

2h•Remote

About The Position

The Office and Program Coordinator is often the first contact between Caritas and visitors. This position has primary responsibility for supporting the office in daily operations. This may include responsibilities of management of the office building, Caritas vehicular fleet assigned to the office, and office functions including front desk/receptionist coverage. Work is performed under the supervision of the Office and Fleet Manager.

Requirements

High School Diploma or GED (Related fields will be considered.)
Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Minimum 2 years (Can be interchanged with equivalent experience from an advanced degree related to this job and/or with other relevant experience verified by applicant/incumbent).
Active Listening — Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Mathematics — Use mathematics to solve problems.
Monitoring — Monitor/Assess performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Reading Comprehension — Understand written sentences and paragraphs in work-related documents.
Speaking — Talk to others to convey information effectively.
Writing — Communicate effectively in writing as appropriate for the needs of the audience.
Language — Able to read and write in English.
Coordination — Adjust actions in relation to others' actions.
Service Orientation — Look for ways to help people.
Social Perceptiveness — Be aware of others' reactions and understanding why they react as they do.
Time pressure decision-making — Make decisions without much analysis or time to consider alternatives.
Judgment and Decision Making — Consider the relative costs and benefits of potential actions to choose the most appropriate one ensuring that decisions made have an impact on others, the image/reputation of Caritas, and/or the financial resources.
Systems Analysis — Determine how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
Systems Evaluation — Identify measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
Management of Material Resources — Obtain and see to the appropriate use of equipment, facilities, and materials needed to do certain work.
Personal Time Management — Manage one's own time and the time of others.
Equipment Selection — Determine the kind of tools and equipment needed to do a job.
Troubleshooting — Determine causes of operating errors and deciding what to do about it.
Proficient Computer Skills In: Excel, Outlook, Word, Microsoft Teams
Deductive Reasoning — Apply general rules to specific problems to produce answers that make sense.
Fluency of Ideas — Come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
Oral Comprehension — Listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression — Communicate information and ideas in speaking so others will understand.
Problem Sensitivity — Tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.
Selective Attention — Concentrate on a task over a period of time without being distracted.
Written Comprehension — Read and understand information and ideas presented in writing.
Written Expression — Communicate information and ideas in writing so others will understand.
Access to reliable transportation to get to/from work: Required.
Access to a reliable automobile: Required.
Must provide proof of auto liability insurance (and continue to while working in this position): Required.
Must possess a valid driver's license: Required.

Nice To Haves

2 yr degree (Related fields will be considered.)

Responsibilities

Collaborates with and supports the Office and Fleet Manager and other departmental staff to ensure administrative support is available to all programs and/or departments residing in the building.
Greeting and assisting visitors at the front office window, in a courteous and professional manner. Remaining calm & composed if the environment becomes highly stressful.
Interact professionally at all times and assist staff, visitors, vendors, volunteers, sponsors, board members and donors while in the office or on the phone.
Ensure office security by monitoring individuals through main entry.
Perform clerical duties including but not limited to data entry, filing, copying, emailing, faxing and/or scanning documents.
Manage multi-line phone system, answering and directing all incoming phone calls and messages left after hours to the appropriate staff.
Arrange for repairs when office equipment malfunctions. Communicate & report to building maintenance any issues or concerns.
Assist with room scheduling for visits, meetings, or other program use.
Assists with meeting room preparation including equipment, supplies and refreshments.
Prepares paperwork, files, electronic correspondence for departments such as Intact, and Licensing
Completes vouchers for office purchases or services rendered, when applicable.
Assists Office and Fleet Manager with management of vendors (water, copier, cleaning, shredding, vending, etc.)
Assist with sorting and distribution of mail and the use of the postage machine.
Maintains daily log for incoming checks, cash, and credit card transactions.
Manages Petty Cash for program/department use, keeping it in a secured locked place and ensuring the documentation for each withdrawal is correct and witnessed.
Ensures office complies with accreditation requirements, such as fire and tornado drills and monthly building inspections.
Ensures adequate file storage on site and coordinates with Office and Fleet Manager on management of off-site file storage for long-term files.
Coordinates with other administrative and program staff to ensure adequate on-boarding for new hires
Assists with Secret Santa and other donations for foster care youth or families.
Serves as a backup to the Office and Fleet Manager when necessary.
Supports efforts towards staff morale initiatives and/or events.
Inform staff of changes in policy and changes happening within the office setting
Management of Caritas fleet as assigned to building/location
Daily Monitoring of Fleet GPS data reporting
Coordinates vehicle usage, maintenance & general upkeep with staff.
Reconciles vehicle gas card transactions, reporting discrepancies to Finance Department.