JOB SUMMARY: Under direction, the Coordinator of Administrative Support Services provides administrative support to the Director of Intensive Out-of-Home Services, serves as the Program Secretary for the Outpatient Services department and is responsible for providing work supervision to the agency’s receptionist and other clerical support staff as assigned.
1. Education, Training, and/or Experience:
- High school diploma or GED,
- A minimum of three (3) years secretarial experience including a minimum of forty (40) wpm typing;
- A minimum of one (1) year supervisory experience; and/or
- An equivalent combination of education, training and experience.
2. Certifications, Licenses, Registrations:
- Must have and maintain a valid Ohio Driver’s License, appropriate driving record and appropriate insurance coverage at all times (as required by agency policy and/or insurance carriers).
- Successful completion of all required pre-hire tests and proof of current TB test upon hire
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:
Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for qualified individuals to perform the essential duties.
1. Provides administrative support to the Director of Intensive Out-of-Home Services and secretarial support to the Outpatient Treatment program
a. Types correspondence, dictation, schedules, agendas, statistical reports and other related work
b. Schedules appointments and meetings as requested
c. Assists with maintaining records in compliance with licensing/regulatory requirements
d. Assists with agency meetings, preparing agendas, taking minutes, etc.
e. Prepares and assembles monthly/yearly agency reports and others, as assigned
f. Performs a wide variety of clerical tasks including photocopying, word processing, sorting and distributing mail
2. Supervises receptionists and assigned clerical staff including scheduling and management of routine and priority projects
3. Assists with providing reception duties including:
a. Answering the telephone, responding to questions, directing calls and taking messages
b. Greeting and aiding visitors, accepting deliveries
c. Monitoring the agency’s intercom system and responding to staff calls
d. Assisting with maintaining the safety and security of the front door area
4. Ensures that all logs maintained in the reception area are updated
5. Ensures the maintenance of reception area records and documents including;
a. Telephone logs and eligibility files (children)
b. Visitation lists and procedures, identification cards, emergency lists, staff addresses and phone numbers
c. Staff activities and visitations
6. Assists with handling and dispensing medications to the agency’s children
a. Maintains related records
b. Participates in mandatory medication training
7. Assists safety officials and professionals as necessary, including police, fire and associated protection agency officials
8. Assists agency with maintaining compliance with licensing and accrediting bodies, within assigned areas; assists with audits and inspections
9. Ensures effective coordination and exchange of information with staff and other agency departments
10. Ensures accurate, appropriate and confidential department record keeping
11. Interviews candidates for positions and recommends for hire
12. Ensures that assigned employees receive orientation, in-service and development training
13. Monitors the work of employees and ensures compliance with policies and procedures
14. Reviews time sheets, authorizes overtime and leave requests for assigned staff
15. Participates in evaluating employee performance
ADDITIONAL DUTIES & RESPONSIBILITIES:
1. Maintains and/or increases knowledge, skills and abilities
2. Attends meetings and/or committees as assigned
3. Performs other duties as assigned and/or needed.
Knowledge, Skills, Abilities & Personal Characteristics:
- Knowledge and support of agency mission, goals, policies and procedures*
- Knowledge of applicable agency rules, regulations, policies and procedures *
- Basic knowledge of mental health administration including the rules, regulations, functions, procedures, organization and policies affecting assigned programs
- Knowledge of office technology, equipment, practices and procedures including filing and organizing systems and telephone answering systems
- Knowledge of computer software and applicable applications including word processing and spreadsheet software
- Knowledge of correct use of grammar, punctuation and spelling
- Knowledge of basic supervisory methods and techniques
- Ability to establish and maintain appropriate record-keeping systems
- Ability to perform a wide range of clerical and secretarial functions in a highly skilled manner
- Ability to establish a rapport with clients and their families and work with a wide range of professionals, community officials
- Ability to maintain appropriate and required confidentiality ensuring the integrity of sensitive information (written and/or verbal)
- Ability to identify qualified employees and maintain a positive work environment for employees
- Ability to establish performance standards and improve employee performance with training, coaching and/or discipline
- Ability to organize and prioritize work, engage in a variety of tasks and consistently meet deadlines.
- Ability to effectively resolve and/or respond to inquires, complaints and/or conflicts
PHYSICAL DEMANDS described here are representative of those that must be routinely met by an employee to successfully perform the essential duties of this position.
- Ability to sit for long periods of time
- Physical capacity for frequent bending, stooping and lifting.
- Ability to answer telephones
- Ability to perform job responsibilities in a facility or residence with multiple levels and without elevators or mechanical transportation.
- Operate a computer and keyboard.
WORKING CONDITIONS described here are representative of those that must be met by an employee while performing the essential duties of this position.
- Smoke-free working environment.
- Ability to provide services during non-traditional working hours.
- Ability to travel to provide services to assigned agency sites.
Job Type: Full-time
Pay: $40,000.00 per year
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
- 8 hour shift
- On call
Ability to Commute/Relocate:
- Cleveland, OH 44111: Reliably commute or planning to relocate before starting work (Preferred)
- High school or equivalent (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
- Microsoft Excel: 1 year (Preferred)
- One location