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Program Services Coordinator

2 months ago

Marietta, Georgia, United States Tommy Nobis Center Full time
Job Overview

Position Summary:

The Programs Coordinator, under the guidance of the Manager of Employment Services (South), plays a pivotal role in overseeing program operations, which encompasses service management, client intake, billing processes, and organizational performance metrics. This position involves managing service providers' monthly billing and related documentation, including service authorizations and data tracking spreadsheets. The Programs Coordinator will also enhance participant access to community resources and services. Proficiency in Excel is essential for this role.

Key Responsibilities:

  1. Conducts Participant Orientation, ensuring all necessary documentation is collected and organized for filing.
  2. Collaborates with the Programs Department and Accounting to guarantee accurate and timely billing for all services rendered.
  3. Provides direct support to participants, facilitating their engagement in community, social, recreational, and leisure activities.
  4. Utilizes Vertex and the State of Georgia billing system (AWARE) for case management, client payroll, and billing tasks.
  5. Monitors outstanding payments, follows up with counselors/customers as needed, and updates the shared accounting spreadsheet regularly.
  6. Ensures timely and accurate uploading of invoices and supporting documentation into various government billing systems.
  7. Maintains a high level of attention to detail, ensuring quality control over the issuance and tracking of bills, receipts, and invoices.
  8. Assists in delivering EYES program services during instructor absences or when class coverage is required.
  9. Works collaboratively with other departments to prepare and monitor departmental metrics on a monthly, quarterly, and annual basis.

Reporting:

  1. Prepares monthly and annual reports for the Programs Department and Board meetings, including maintaining program minutes.
  2. Creates charts, graphs, and matrices for management presentations as needed.

Community Engagement:

  1. Fosters positive relationships with community partners, such as GVRA, DBHDD, and educational institutions.
  2. Acts as a cultural ambassador for the organization, promoting an environment of trust, transparency, and accountability.
  3. Responds to public inquiries and provides exceptional customer service.

Qualifications:

  • Mission-driven with a strong alignment to core values.
  • Ability to manage multiple projects and priorities effectively.
  • Understanding of business analytics and metrics for achieving goals.
  • Experience supporting individuals with disabilities or barriers to employment.
  • Strong proficiency in Microsoft Excel and familiarity with other Microsoft Office applications.
  • Excellent customer service skills.
  • Valid Georgia driver's license with a clean driving record.
  • Must pass a drug screening and background check.
  • Eligibility to work in the United States.

Education:

  • Bachelor's Degree in accounting, business administration, or a related field, or equivalent professional experience.

Experience:

  • Background in data tracking, accounting, or related fields with a focus on business metrics and spreadsheet development.
  • Proven experience in building and maintaining professional relationships.
  • Track record of driving organizational performance and achieving goals.

Core Competencies:

  • Safety Focus: Adheres to all safety regulations and practices.
  • Ethics & Integrity: Builds trust through honesty and professionalism.
  • Results Focus & Initiative: Driven to achieve desired outcomes.
  • Decision Making & Judgment: Makes informed decisions considering facts and risks.
  • Leadership: Promotes organizational goals and guides others towards achieving them.
  • Fiscal Accountability: Complies with fiscal guidelines and standards.
  • Adaptability & Flexibility: Adjusts to changing business needs and responsibilities.

Special Skills/Abilities:

  • Interpersonal: Ability to engage effectively with individuals with disabilities.
  • Written Communications: Strong skills in documentation and communication with diverse audiences.
  • Analytical: Proficient in using spreadsheets for record maintenance and reporting.
  • Oral Communications: Capable of effectively communicating with individuals with varying levels of understanding.
  • Leadership: Motivates and promotes productivity among team members.
  • Organizational: Strong ability to prioritize tasks and meet deadlines.
  • Problem-Solving: Develops strategies to address challenges effectively.
  • Mental Effort: Capable of performing detailed work with frequent interruptions.

Work Environment:

The characteristics of the work environment described here are representative of those encountered while performing essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.