Program Services Coordinator

2 weeks ago

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

Role Summary:

The Programs Coordinator, under the guidance of the Manager of Employment Services (South), plays a crucial role in the orchestration of program activities. This encompasses the management of services, client intake, billing processes, and the monitoring of organizational performance metrics. The Coordinator is tasked with processing monthly invoices from service providers and compiling necessary documentation, such as service authorizations and data tracking sheets. Additionally, the role focuses on enhancing participant access to community resources.

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 rendered services.
  3. Provides ongoing support to facilitate participant 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 upload of invoices and supporting documents into various government billing systems.
  7. Maintains a high level of attention to detail, ensuring quality control over billing, receipts, and invoices, while keeping customers informed of their financial obligations.
  8. Assists in delivering EYES program services during instructor absences or when class coverage is required.
  9. Works collaboratively with other departments to compile and monitor departmental metrics on a regular basis.
  10. Prepares monthly and annual reports for the Programs Department and Board meetings, including the maintenance of program minutes.
  11. Creates visual aids such as charts and graphs for management presentations as needed.
  12. Fosters excellent customer service and builds positive relationships with community partners, including GVRA and DBHDD.
  13. Acts as a cultural ambassador for the organization, promoting an environment of trust and accountability while responding to public inquiries.
  14. Engages professionally with colleagues, management, and clients.
  15. Assists in the preparation of the Programs budget as required.
  16. Provides support to Programs Department staff and other personnel as necessary.
  17. Safeguards confidential client information.

Qualifications:

  • Strong alignment with the organization's mission and values.
  • Ability to manage multiple priorities effectively.
  • Familiarity with business analytics and metrics for achieving goals.
  • Experience supporting individuals with disabilities or barriers to employment.
  • Advanced proficiency in Microsoft Excel.
  • Competence in other Microsoft Office applications, including Word, PowerPoint, and Outlook.
  • Exceptional customer service skills.
  • Valid Georgia driver's license with a clean driving record.
  • Must successfully 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 work experience.

Experience:

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

Core Competencies:

Safety Focus: Adheres to all relevant safety regulations and practices.

Ethics & Integrity: Builds trust through consistent honesty and professionalism.

Results Orientation: Focuses on achieving desired outcomes efficiently.

Decision Making: Makes informed decisions considering all relevant factors.

Leadership: Advocates for the organization's mission and goals.

Fiscal Responsibility: Complies with fiscal guidelines and standards.

Adaptability: Adjusts to changing business needs and responsibilities.

Special Skills:

Interpersonal: Ability to work effectively with individuals with disabilities.

Written Communication: Strong skills in documentation and communication.

Analytical: Proficient in using spreadsheets for record-keeping and reporting.

Oral Communication: Capable of effectively communicating with diverse audiences.

Leadership: Motivates and promotes productivity among team members.

Organizational: Maintains focus and prioritizes tasks effectively.

Problem-Solving: Develops strategies to overcome challenges.

Mental Effort: Ability to manage detail-oriented tasks amidst distractions.

Work Environment:

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

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