Administrative Operations Coordinator

1 week ago

Anaheim, California, United States FSO Skilled Personnel Full time
Job Overview

POSITION SUMMARY: The Administrative Operations Coordinator will provide comprehensive support across various administrative functions within the Social Services division. This role is pivotal in managing data entry requirements, facilitating operational support through the collection of data for regular reports, and maintaining performance metrics for the department. Responsibilities include drafting policies and procedures, conducting audits, generating progress reports, and assisting with various applications and proposals. The position may also involve handling phone communications, screening incoming referrals, and supporting client evaluations and re-evaluations. The Administrative Operations Coordinator will collaborate with all Social Services sectors, including Congregate, In Home B (I-H), Transportation, Home Delivered Meals (HDM), Case Management, and Volunteer Services, and may occasionally work off-site as necessary.

KEY RESPONSIBILITIES:


• Each Coordinator will have designated primary and secondary responsibilities to ensure comprehensive departmental coverage and ongoing professional development for team members.


• Responsibilities will be adjusted based on operational needs and coordinated by the Social Services Project Manager, considering the current workload of each employee.


• Primary (PA) and Secondary (SA) responsibilities will be documented in the PA/SA grid and updated as required.


• All key duties will be taught over time and will depend on organizational requirements, employee experience, task complexity, and will be managed by the Social Services Project Manager.


• Additional tasks may be assigned as needed, relevant to departmental functions.

1. Data Management and Reporting

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

2. Client Services Coordination

Involves managing HDM Referrals, Changes, Routing, Holds, and Client Assessments/Re-assessments.

3. Reporting Responsibilities

Preparation of various reports including Daily, Weekly, Monthly, Quarterly, and Yearly reports related to HDM, Case Management, Congregate, and Transportation.

4. Administrative Duties

Tasks include managing office supplies, printing/scanning, distributing communications, and coordinating program audits.

5. Communication Management

Providing customer service resolution and coordinating between drivers, case managers, and clients.

6. Database Oversight

Management of databases such as WellSky and Servtracker, along with any additional systems as established.

7. Team Collaboration

Participation in meetings and huddles to ensure effective communication.

8. Training and Development

Involvement in process creation, documentation, and training records.

EDUCATION AND EXPERIENCE REQUIREMENTS:


• Background in Human Services, Social Sciences, Business, or a related field, or equivalent work experience.


• Experience with the older adult demographic is preferred.


• Strong verbal and written communication skills are essential.


• Proven ability in time management and teamwork.


• Proficiency in computer applications, including Microsoft Office Suite and Adobe Acrobat.


• A valid driver's license and proof of automobile insurance are required.


• Must successfully complete a post-offer physical examination.

PHYSICAL REQUIREMENTS:


• Ability to remain stationary or move between locations as needed.


• Frequent operation of equipment and computers.


• Ability to extend arms and hands to perform essential duties.


• Occasional climbing or descending as required for job functions.


• Effective communication skills are necessary for information exchange.


• Ability to perceive objects at varying distances.


• Occasionally required to lift and transport objects weighing up to 50 pounds.

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