Residential Services Program Office Coordinator

SUMMARY: The Residential Program Office Coordinator has primary responsibility for assisting the Residential program by providing exceptional customer service, clerical and administrative support. Responsibilities include data entry, receiving and routing incoming communications, greeting and directing guests and visitors, filing and maintenance of program records, taking and delivering of messages, and coordinating/maintaining program staff schedules for assisted living homes. TASKS, DUTIES AND RESPONSIBILITIES: 1. Assists the residential administration in coordinating, maintaining and monitoring program staff schedules for full-time, part-time and on-call positions in accordance to program requirements for staffing assisted living homes. 2. Prepares, processes, updates, and compiles routine documents, records, reports, and correspondences utilizing various computer systems to include Excel, Word and other electronic databases. 3. Assists residential administration in monitoring program compliance in accordance with agency procedures, as well as, state and federal requirements. 4. Records and distributes minutes or other records for meetings. 5. Assists the residential department in administrative duties to include filing, compiling time sheets, copying, faxing, typing, setting appointments, and conducting reference checks. 6. Maintain inventory of office equipment and supplies. 7. Maintain and update mailing/phone lists. 8. Receive, process, and ensure confidentiality of sensitive information and materials 9. Greets persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations. 10. Maintains work areas in an orderly, clean, and safe manner. 11. Maintains current knowledge of agency and program services. 12. Schedule appointments and maintain and update appointment calendars. 13. Attends training seminars, in-service sessions, workshops and meetings. 14. Opens and closes offices at assigned times in accordance with established security procedures. 15. Operates telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments. 16. Analyzes internal processes and recommends and implements procedural or policy changes to improve operations, such as supply changes or the disposal of records. 17. Responsible for maintaining training compliance in accordance with FRA policies and procedures, state and federal regulations. 18. Performs other administrative functions and errands, as assigned. 19. Provides backup support to agency receptionist upon request. MINIMUM EDUCATION AND EXPERIENCE: 1. High School Diploma or equivalent. 2. Two years prior office work experience, preferably in human services or related field. 3. Two years computer experience using Microsoft Office applications, including Excel. 4. Must meet agency insurance criteria for operating agency and personal vehicles on agency business (21 y/o and licensed 3 years). KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: Requires an ability to communicate effectively both via the telephone and in person. Requires ability to provide excellent customer service, and strong communication skills. Must be detail oriented and have an ability to type 40 words per minute with accuracy. Requires experience in operating and performing routine maintenance on standard office equipment. Incumbent must articulate in an accurate, clear, and precise manner. Establishing work priorities and performance of routine tasks without direction is essential. Must demonstrate an ability to work cooperatively and efficiently with other programs, staff and customers. Must have reliable transportation & good driving record. Must possess the knowledge and ability to utilize a computer and electronic medical record (EMR) system. Ability to learn new software and hardware applications, including Microsoft Office applications. Must have the ability to use Excel’s spreadsheet capabilities in order to data gather for managers. LICENSES/CERTIFICATIONS REQUIRED: Alaska Driver’s License Safety Care Certification Certification in Adult/Child and Infant CPR Certification in First Aid Ability to pass a background check Must be able to obtain these certifications within 3 months of hire through FRA’s paid training courses. IMMUNIZATION REQUIRED: Annual PPD Test Hepatitis B immunization (or) Waiver WORKING CONDITIONS: Light Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects. PHYSICAL ACTIVITIES: Reaching: Extending hand(s) and arm(s) in any direction. Repetitive Motions: Substantial movements (motions) of the wrist, hands, and/or fingers. Driving: Minimum standards required by State Law (including license). ENVIRONMENTAL CONDITIONS: None: The worker is not substantially exposed to adverse environmental conditions (such as typical office or administrative work)