Posted: Nov 26, 2018
Job Title: ADMINISTRATIVE COORDINATOR AND DATA CLERK
Reports to: Workforce Division Director
Salary Range: $35,000-$40,000
OIC of South Florida is a community-based leader in providing quality self-help skills and employment opportunities for disadvantaged and underemployed residents; thus, assisting them to become self-sufficient and productive members of society. Its work is accomplished through three divisions: Workforce Development, Youth and Families, and OIC Strategic Integration (Social Enterprise Cooperation).
Provides overall coordination of administrative functions for Workforce Division, database entry and logs, as well as support workforce program team members to coordinate meetings, prepare materials, maintain program documents, and order program supplies. Assist Manager of Training and Development, Lead Trainer and Database/Technology Specialist, and Senior Manager of Compliance with data monitoring and reporting. Maintain and facilitate general office duties that include, but are not limited to, answering phones, filing, maintaining records and handling outgoing mail.
Essential Duties and Responsibilities
o Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
o Perform general office tasks, including making copies and filing. Maintain internal office procedures.
o Process payment vouchers, accounts payable and ordering of needed items.
o Intake clients
o Enter data and generate reports for data integrity
o Schedule meetings on an as-needed basis.
o Maintain inventory of program materials and facilitate ordering of needed items and contracts.
o Compose and disseminate communication for Program Director or staff as necessary.
o Assist with survey administration and community presentations.
o Establish and liaise with vendors for special events.
o Assist in the development of survey ordering and processing.
o Support the input of classroom attendance on a daily/weekly basis.
o Complete bulk mailings for dissemination of program activities and results.
o Maintain cooperative working relationships with executives, internal staff, community groups, professional groups, civic organizations, as well as children and parents.
o Complete various tasks and follow up with stakeholders, co-workers and supervisors.
o Utilize Microsoft Office software for correspondence and data entry. Follow all requirements and guidelines of the program funder under the guidance of supervisor.
o Share program and community resources with other team members as needed.
o Submit monthly statistics to Lead Educator in a timely manner as required.
o Complete Exit Surveys and Site Implementation Issue forms in accordance to policy.
o Attend scheduled meetings deemed necessary by the Project Director.
o Provide support for program sustainability and resource development efforts.
o Other duties as assigned
Minimum Qualifications: Bachelor degree OR 3-5 years of experience as a high-level executive or administrative assistant, office manager, or equivalent experience. Strong knowledge of Microsoft Office, including Word, Excel, PowerPoint, Visio and Outlook. Must be familiar with software programs, possess the ability to organize mailings, and manage database operations. Ability to work with individuals from diverse cultural, ethnic, and social groups. Valid driver’s license and vehicle insurance required (limited travel). Because of the nature of our work with youth, all applicants must be able to pass a Level II Background Screening as required by the Broward County School District.
Other Required Skills and Abilities: Ability to use standard office equipment to include personal computer, telephone, copier, fax machine, etc. Strong organizational, oral and written communication skills. Ability to manage time effectively and manage multiple deadlines and/or projects on a constant basis. Demonstrated ability to use sound and accurate judgment and to apply experience to resolve non-routine problems independently and/or to seek direction from supervisor. Ability to interface with all levels of the organization and maintain confidentiality. Responsible for organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum amount of direction.
Other Skills and Abilities:
• Ability to build and maintain professional working relationships with other team members, school personnel, community/service providers. Knowledge of adolescent pregnancy determinants and youth development principles.
• Ability to work with individuals from diverse cultural, ethnic and social groups. Bilingual skills (English, Spanish, French, and/or Creole) are a plus.
• Strong organizational and analytical skills. Must be computer literate with proficiency in Microsoft Word, Excel, ACCESS, PowerPoint, and Prezi. Qualifications may be proven through exam. Strong oral and written communication skills.
• Demonstrated knowledge and ability to work independently and as a team member. Ability to manage time efficiently and meet deadlines. A team orientated, creative and resourceful individual who is a strategic thinker, problem solver with strong decision making abilities. Ability to work under pressure, handle multiple task and work in a fast paced environment.
• Performing the duties of this position requires the ability to walk, sit, stand, reach, talk, hear and lift presentation materials, including equipment. This position will require independent travel between local schools and other venues. Must maintain valid Driver’s License and insurance coverage on personal vehicle at all times during employment.
Competitive Benefits Package offered: Health plan which includes medical, dental and vision; three employer-paid benefits: STD, LTD, Life; 403B retirement/investment savings plan.
Qualified applicants should e-mail their resume and cover letter to: Human Resources at firstname.lastname@example.org.
OIC is an Equal Opportunity Employer