Office Coordinator

Location: 303 S Coral St, Kalkaska, MI 49646
Hours: M-F, 8:00 a.m.-4:30 p.m.
Assignment length: 3 months (possibility of extension)

Education: High school diploma or equivalent minimum. Associates Degree in office administration preferred.

Experience: Two years minimum office experience preferred. Experience working with older adult population preferred.

PRIMARY DUTIES AND RESPONSIBILITIES (An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, the individual must be able to perform each essential function satisfactorily. Duties and responsibilities may be added, deleted or modified at any time.)

• Shall answer and direct phone calls as necessary
• Assist in updating and distributing information through the Senior Center
• Receive, count and verify all monies submitted for payment
• Verify cash receipts for Bookkeeper
• Responsible for all scheduling of footcare, Medicare D, taxes, Attorney appointments and confirmations
• Confirm appointments with clients including the commodities program
• Bundle new Dining Out coupons and update paperwork in Dining Out binder as needed. Verify Dining Out booklet at the end of each day prior to deposits
• Responsible to deposit in safe of all cash received through the day. To be completed at the end of each day.
• Prepares blank files for HDM clients, Client clients and nurse assessments
• Assist with Client Alert Referral
• Maintain sign in lists for all events
• Shall complete thank you notes for donations, memorial, etc. and update record sheet when completed
• Assist trip coordinator for reservations, collecting fees and confirming reservations
• Administers Food Stamp Voucher and verification
• Assist Director in facility rentals, confirmation and key distribution. Ensures deposits are returned after rental.
• Oversee Loan Closet, register equipment loaned out, clean returned equipment prior to storage and make follow-up phone calls for returns
• Oversee Medical Transportation Program with assigning drivers, completing deposits and maintaining records
• Volunteer Coordinator schedule, call volunteers and assist Director in evaluation and volunteer placement
• Tracking volunteer hours for Volunteer Banquet
• Assist Director in distributing and tallying surveys
• Assist with Information and Referrals
• Maintains clean office area and reception area
• Must have a working knowledge of all programs and service offered through the COA
• Assist Director and staff members with special events as needed
• Perform other duties and functions and responsibilities as directed by the COA Director.

Other Requirements:

• Must have Office Administration knowledge and understanding.
• Possession of a valid Michigan Driver's License.
• Excellent interpersonal, customer service and communication skills.
• Excellent organizational skills
• Must be detail oriented and demonstrate accuracy in reporting and file maintenance
• Must be proficient with computer programs such as Microsoft Office
• Maintain high level of confidentiality
• Must maintain a positive, enthusiastic attitude
• Experience, interest, enthusiasm and desire to work with older adults
• Ability to work independently and effectively
• Shall demonstrate a good working relationship with all staff members by working as a team member.
• Attend staff trainings as required

PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to sit, talk, see, hear, walk, handle objects, tools, standard keyboards of office equipment, and reach with arms and hands.