Job Description
Job Description
Job Description
Office Coordinator
St. Coletta of Greater Washington is a non-sectarian, nonprofit organization that supports individuals with intellectual disabilities, autism, and secondary disabilities. We are currently seeking an Office Coordinator to provide clerical and administrative support to the administrative staff of St. Coletta of Greater Washington. Work assignments involve handling and relaying information of a confidential nature and care must be taken to maintain confidentiality. The incumbent performs a variety of technical and administrative activities in the procurement of a wide range of commodities and supplies for the organization as well. Duties include the requisition, purchase, inventory management, receipt, and distribution of office and school/program supplies, equipment, and materials throughout the organization. The use of a Purchase Order system will be necessary.
Examples of Essential Functions:
- Perform all front desk/receptionist duties for the administrative staff such as greeting visitors, answering and directing phone calls, employee inquiries, and questions appropriately.
- Schedule and coordinate meetings between various departments.
- Coordinate special events for the agency such as general planning, set up, break down, ordering and pick up of food, greeting guests, etc.
- Ensure that the administrative office waiting area, as well as the supply room, conference room, and kitchen areas, are clean, orderly, and stocked with supplies.
- Receive purchase order requests from staff throughout the organization, ensuring they are appropriately approved, prepare purchase orders, review to verify accuracy, and email to suppliers or order online or by phone.
- Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.
- Track the status of orders; respond to customer inquiries; contact vendors to resolve problems with late shipments and damaged or incorrect products.
- Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
- Receive goods, unpack, and distribute equipment and materials.
- Maintain procurement records, such as items or services purchased, costs, and delivery dates.
- Calculate costs of orders, approve invoices for payment, and forward to accounting, ensuring applicable account codes are assigned.
- Prepare, maintain, and review purchase order files, reports, and price lists.
- Maintain equipment and office supply inventory; maintain records relating to receipt and issuance of materials and equipment.
- Ensure the orderly flow of correspondence in and out of the office, including processing of daily mail, logging and copying of received checks, and Fed Ex/UPS package shipping.
- Review documents for accuracy, completeness, and compliance; proofread completed work.
- Coordinate and prepare routine and special reports as needed.
- Ability to exert moderate physical effort in light work, typically involving some combination of bending, stooping, squatting, reaching, kneeling, crouching, crawling, and brisk walking, and which may involve lifting, carrying, pushing, and/or pulling of objects and materials of moderate weight (45 lbs.).
- Most tasks require oral communication, visual and hearing perception, and the ability to get around the classrooms, cafeteria, gym, campus, etc.
- Maintain confidentiality of parent, student, and staff personal identifiable information.
- Perform other duties as assigned.
Qualifications:
- Bachelor’s degree preferred with prior administrative experience related to technical administrative support work.
- Knowledge of office practices, procedures, and equipment.
- Knowledge of business math computations, grammar, composition, and spelling.
- Ability to express ideas clearly and concisely, both orally and in writing.
- Knowledge of computer information systems and software including MS Office suite.
- Ability to prepare spreadsheets and reports.
- Ability to make and apply routine decisions in accordance with policies and procedures.
- Ability to complete assignments within specified timeframes.
- Ability to develop and apply procedures for the centralized control of procurement activities.
- Ability to plan, organize, and implement the procurement functions.
- Ability to write clear and concise specifications.
- Ability to serve as a lead worker as assigned.
- Ability to read, interpret, and follow safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence using English grammar and spelling.
- Requires strong interpersonal skills and the ability to communicate verbally and in writing.
- Requires strong organizational skills and attention to detail.
- Successful completion of the required training courses within a specified period of time
- Tuberculosis screening ensures no significant risk to the health and safety of others.
- Successfully passing a criminal background investigation and pre-employment and random drug screenings.
Apply on Stcoletta.org/careers.
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