Admin Coordinator at The Community Action Organization of Western New York Inc

CAO of Western New York

Job Description

PERSONNEL MASTER COPY

Job Title:Administrative Coordinator

Job Code:

DOT Code:

Division: Programs

Department: Adult Services Division

Location: 45 Jewett Avenue

Reports To: Chief of Programs

WSP Grade:

Salary Level: $40,000 45,000

FLSA Status: Non-exempt (administrative)

OSHA Class:

Prepared By: Brandi L. Haynes

Updated: 8/8/22

SUMMARY

Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Manages a variety of office tasks to administrative support to the Vice President of Adult Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following and other duties may be assigned. Analyzes and organizes all office operations and procedures such as: preparation of third-party billing, department information management, filing systems, requisitions, transportation, petty cash and other clerical services. Reviews clerical and billing records to ensure completeness, accuracy, and timeliness; organizes and collates quarterly CSBG report; prepares budget reports and other monthly and or grant reports as needed.

• Collaborates and cooperates with all staff to ensure high productivity and performance.
• Model positive and professional work ethic for clients and staff.
• Possess independent judgment and an understanding of Adult Services programs, policies and procedures.
• Maximizes office productivity through proficient use of appropriate computer software applications.
• Prepares a variety of correspondence such as: detailed program activity summaries and reports.
• Maintains accurate and updated files on contracts, department agreements and general program information.
• Responsible for proofreading all printed materials.
• Reviews the submission of all purchase orders to ensure compliance with CAO fiscal policy and procedures and for total inventory of all purchases.
• Oversees all phases of office management.
• Assists in updating manuals, procedures and other program materials as needed.
• Demonstrates a positive work ethic and maintains confidentiality in appropriate program areas.
• Assumes a leadership role in providing a positive office climate.
• Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must have thorough knowledge of agency and division policies and procedures, office terminology and equipment. The individual must be able to understand and perform complex written and verbal directions. The individual must be professional, personable and responsive to the needs of staff, partners and families. Clerical aptitude, mental alertness, good judgment, courtesy and tact are required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associates or comparable two (2) year degree in Business Administration, or comparable five (5) years supervisory and office management experience.

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals and software procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from supervisory staff, customers, vendors and general public.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Demonstrates knowledge of administrative processes and procedures, leadership, dependability.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to talk, hear, use hands and fingers and sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Visual acuity necessary to read, type, inspect, and drive.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to perform the essential functions. Noise level in the workplace is moderate.

APPLICATION REQUIREMENTS

Completion of the CAO of WNY. application form and release(s) for reference checks. Submission of official academic transcripts, diplomas, or certificates.

The Community Action Organization of WNY is an equal opportunity employer.