Front Office Coordinator

Description

The Front Office Coordinator is the heartbeat of Nia Association. With knowledge, skills and abilities ranging from excellent customer service to that of operations, this individual sets the tone for the Provider Agency. It is imperative that the Agency’s mission, values and purpose exudes from the time the Corporate Office opens until it closes.

Requirements

Daily Responsibilities:

• Embrace and promote all facets of Nia Association’s guiding principles: vision, mission, service guidelines and values.
• Serve as primary person for front office operations by delivering exceptional customer service and promoting positive public image with callers, visitors, vendors, recipients and staff.
• Expedite calls and visitors quickly to maintain a controlled front desk area.
• Receive and distribute mail to employees; sign for certified mail and delivered packages.
• Manage and maintain front office filing system ensuring correct file order of appropriate forms; issuing and reporting of forms and supplies requested by Home Directors and other designated personnel.
• Demonstrate the ability to operate a number of office systems; i.e. computers, fax machine, copiers, and multi-line telephones.
• Initial housing application intake.
• Rent collection from tenants.
• Aid the Department of Logistics with maintaining proper counts for office machines per Agency requirement.
• Assist in the coordination of special events, i.e. mailings, faxing and ordering.
• Compose and type memorandums, reports, general letters, labels and spreadsheets as requested.
• Manage and issue binders that contain gas cards, food stamps and checks to the appropriate personnel.
• Ensure that gas cards and food stamps cards are returned and logged in at the end of the day (unless prior arrangements have been approved).
• Pull food stamp receipts and place in individual envelopes at the end of the month (envelopes are located in the left drawer and maintained there until the end of the year).
• Retrieve gas card receipts, staple to each vehicle’s log and transfer balance to new sheets at the end of the month (completed paperwork is given to DOL).
• Adhere to Service Recipient Check Issuing Procedures (see LOI in front of Check Issue Binder).
• Screen walk-in applicants and ensure proper retrieval of required documentation for pre-employment.
• Participate in administrative monthly staff meetings.
• Ensure that the front office area and lobby are neat and presentable.
• Assist Executive Management Team with administrative duties such as copying, filing, faxing, and compiling necessary paperwork (end of the year reports, surveys, EAP, etc).
• Must be able to multi-task and effectively work in a fast pace or leisure working environment.
• Cooperate with co-workers to maintain a friendly environment and enhance proper communication within the Corporate Office.
• Exercise judgment, discretion and confidentiality and furthermore support and comply with all Agency policies, procedures and standards.
• Ensure that Front Door is locked and secure prior to departure.
• Maintain front lobby/office appearance.
• Order front office supplies when needed.
• Manage intakes and referrals.
• Conduct reference checks on applicants.
• Run public records, social media and formal background checks on all potential employees as directed by the HR Specialist
• When necessary, sending cards to Nia Association Employees with signatures.
• Emailing “Happy Birthday” and “Happy Work Anniversary” to employees.
• Reset passwords for employees in Paylocity and Employee Navigator.
• Perform other duties as necessary that furthers the mission of the Provider Agency.
• Perform general clerical duties for Nia Association Executives (e.g. CEO, ED, COO, DSO, DOL, DON, HRM) including but not limited to:
• Scheduling business trips, including all logistics,
• Photo copying,
• Faxing,
• Scanning,
• Emailing,
• Mailing,
• Writing business correspondence
• Scheduling webinars
• Reserving conference rooms
• Type up meeting minutes
• Call board members to remind them of board meeting every 90 days.
• Perform other duties as necessary that furthers the mission of the Provider Agency.
• Monthly Responsibilities:
• Process SAM’s monthly checks for employee files.
• Responsible for monthly-reimbursements, monthly LEIE and monthly SAMS
• Collaborating with DIDD Nurses to locate and secure seats for employees to attend the Medication Administration Course to include arranging transportation
• Maintain, process and conduct internal audits on FRMS and AWS files/recording keeping.
• Ensure that organizational chart is updated.