Nighttime Clerical Coordinator

2 weeks ago

Savannah, Georgia, United States Gateway CSB PEO LLC Full time
Join the Gateway CSB PEO LLC Team

We are excited to announce an opportunity for a Night Clerk to become an integral part of our organization, providing essential administrative and clerical support. If you are detail-oriented and thrive in a dynamic environment, we encourage you to explore the details below.

Position Overview

Position Overview: The Night Clerk is responsible for delivering administrative, clerical, and secretarial assistance to our department. Key responsibilities include drafting correspondence, managing phone inquiries, scheduling appointments, and serving as a primary contact for our organizational unit.

Key Responsibilities

Administrative Duties

  • Welcome visitors, assess their needs, and guide them to the appropriate areas.
  • Utilize specialized software to manage appointment scheduling.
  • Adhere to organizational protocols for data entry and maintenance.
  • Collect and process fees for services rendered.
  • Employ independent judgment to execute clerical tasks, including document management and record-keeping.
  • Complete necessary forms in line with company procedures.
  • Proficiently use Microsoft Office to create and distribute meeting notes, routine correspondence, and reports.
  • Manage inventory and supplies as needed.
  • Handle incoming mail and communications, ensuring proper distribution.
  • Respond to phone inquiries, providing information or directing calls as appropriate.
  • Maintain confidentiality of sensitive information.
  • Prepare and distribute relevant reports to designated personnel.
  • Ensure all documentation for assigned tasks is accurate and up-to-date.
  • Organize and maintain personnel and administrative files systematically.
  • Record minutes during staff meetings and maintain in an organized manner.
  • Ensure compliance with documentation and billing standards.
  • Provide necessary reports as required.
  • Carry out responsibilities with minimal oversight.
  • May oversee lower-level staff as needed.

Financial Responsibilities

  • Prepare requisitions for payment approvals, including statements and invoices.
  • Process deposits for accounts receivable and coordinate with the accounting department.
  • Review monthly expenditure reports and facilitate payment submissions.

Collaboration and Teamwork

  • Work collaboratively with colleagues to achieve shared objectives.
  • Foster a respectful and supportive workplace environment.
  • Recognize and value the contributions of team members.
  • Maintain focus on the mission and goals of the organization.

Supervisory Responsibilities

  • Clearly communicate goals and expectations to team members.
  • Monitor and assess performance, providing constructive feedback.
  • Identify development opportunities for staff to enhance their skills.
  • Implement innovative solutions to improve processes and programs.
  • Facilitate change initiatives by ensuring clear communication and support.
  • Encourage staff to enhance the quality and efficiency of their work.
  • Provide guidance on daily living skills when necessary.
  • Document services provided and maintain accurate records.

Qualifications

Knowledge of general office practices, including typing and filing, is essential. Familiarity with organizational policies and procedures, as well as proficiency in office software, particularly Microsoft Office, is required. Understanding of scheduling software and compliance with the Open Records Act is also beneficial.

Competencies:

  1. Decision-Making
  2. Organizational Skills
  3. Results Orientation
  4. Problem-Solving
  5. Customer Service
  6. Ethical Conduct
  7. Collaboration
  8. Accountability
  9. Financial Acumen

Education and Experience: A minimum of two years of relevant experience, an Associate degree, or one year in a lower-level position with supervisory experience is required.

Work Environment: This role is situated in a general office setting, with occasional minor travel required.

Physical Requirements:

The physical demands of this position include frequent walking, sitting, and standing, with occasional lifting of up to 15 pounds. The ability to work at a computer for extended periods is necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Gateway CSB PEO LLC is committed to maintaining a drug-free workplace through mandatory pre-employment drug testing.

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