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Administrative Coordinator

1 month ago

Anaheim, United States FSO Skilled Personnel Full time
Job DescriptionJob Description

JOB SUMMARY: The Administrative Coordinator will assist in all administrative areas of the Social Services department. This position is responsible for coordinating data input requirements for the department, providing administrative and operational support by gathering data for monthly reports, maintaining department performance measurements, writing policies and procedures, conducting audits, providing progress reports, supporting Change of Condition Application, supporting Request for Proposal, phone coverage including answering and directing incoming calls, screening incoming referrals, and supporting client assessments and reassessments. This position will support all Social Services departments including Congregate, In Home B (I-H), Transportation, Home Delivered Meals (HDM), Case Management and Volunteer Services. The Social Services Administrative Coordinator may perform duties off-site at congregate site locations, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Each Administrative Coordinator will hold a primary and secondary accountability for essential duties and responsibilities to ensure full departmental coverage and continued development for each member of the team.

• Primary and Secondary accountabilities will change depending on business need and  will be coordinated by the Social Services Project Manager while taking the current employee department workload into consideration.

• PA (primary accountability) and SA (secondary accountability) will be reflected on the PA/SA grid and updated as changes are made.

• All essential duties and responsibilities will be trained in overtime and will be dependent on organizational needs, employee experience/skills, task complexity and will be coordinated by the Social Services Project Manager.

• This position will perform other duties as assigned, relevant to department functions.

1. Data Collection/Data Entry/Report Collection

▪ Safety Checklists, Site Inspection Reports, Evacuation Drills, New HDM Clients in Servtracker/Wellsky, Security Awareness, Unduplicated Data Entry

2. Client Services Coordination

▪ HDM Referrals/Purples, Changes, Routing, Holds, Close, Referral Tracking, Routing, Close, In-Home B Referrals, Congregate Meal Orders, Web Inquiries, Change of Condition, Client Assessments/ Re-assessments, Admin/Site Lead Meeting

3. Reporting (Daily, Weekly, Monthly, Quarterly, Yearly)

▪ HDM (Waste/Units), Case Management (Reassessments, Case Notes), Congregate (frozen orders, monthly inventory, Intakes/Reassessments, Weekly rosters), Roster Completion report, Transportation, In Home B (Invoices), CDBG (Reporting/Application), OoA Reports (Performance Reports), CM Hrs, In Home B Hrs, HDM Meals, HDM Nutritional Education, Weekly Update for Leads, VariousDepartmental Requests and/or additional analysis for programs, Grant Reporting, Accounting Reporting

4. Administrative

▪ Office Supplies, Printing/Scanning, Flyer/Memo distribution, Servsafe Coordination, Mail/Correspondence, Program Audits

5. Phone Coverage

▪ Customer Service Resolution, Requires coordination between driver, case manager, client, Program screening, Program referral

6. Database Management

▪ WellSky, Servtracker, Additional database’s and/or websites as established

7. Communication

▪ Meetings/Huddles

8. Training

▪ Process creation, documentation and training recording

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

•Experience in Human Services, Social Sciences, Business or other related field or relevant work experience.

• Experience working with the older adult population preferred.

• Excellent communication skills, both verbal and in writing, required.

• Experience with effective time management and working as a team member.

• Proficient with computer applications, such as Microsoft Office Suite (Word, Excel,

PowerPoint, Outlook) and Adobe Acrobat.

• Must have a valid driver’s license and proof of automobile insurance.

• Must pass a post-offer physical.

PHYSICAL JOB REQUIREMENTS:

• Constantly remains in a stationary position or traverses locations.

• Constantly operates equipment, computers, or tools.

• Constantly extends body, arms or hands as needed to perform essential duties and responsibilities.

• Occasionally ascends/descends and positions self as needed to complete essential duties and responsibilities.

• Constantly speaks, communicates, interprets or exchanges information accurately.

• Occasionally distinguishes differences or similarities in intensity or quality of flavors and odors.

• Constantly perceives objects over moderate or long distances, with or without accommodation.

• Occasionally moves, transports, and positions objects weighing up to 50 pounds.