Office Coordinator - Part Time

Easterseals Louisiana; Shreveport (LA); On-site; USD 26,000 - 38,000; Full time

Job summary

Easterseals Louisiana is seeking an administrative assistant to support the Program Director and staff in Shreveport. The role involves handling high volumes of calls, payroll processing, report preparation, mail handling, on-call scheduling, and general office duties while maintaining confidentiality.

You should have a high school diploma, proficiency with Microsoft 365 and Excel, and capable data entry skills; computer work, filing, and customer interaction are daily tasks.

Qualifications

• High school diploma or equivalent required.
• Proficiency with Microsoft 365 and Excel.
• Ability to perform data entry and filing with accuracy.

Responsibilities

• Answer a high volume of incoming calls and route messages to staff.
• Assist with payroll processing for bi-monthly submissions and personal files.
• Maintain weekly Caseload Size and Status Report.
• Prepare quarterly QA/Consumer Satisfaction surveys per QA Manual.
• Process mail and postage for incoming/outgoing mail daily.
• Maintain On-Call Schedule and daily absence logs.
• Lock/Unlock office doors for daily operations.
• Greet visitors and maintain confidentiality.
• Monitor office supplies and place supply orders.
• Check faxes and distribute; report repairs.
• Maintain copy/fax machine supplies.
• Data entry and reporting for Program Director and Supervisors.
• Maintain tracking charts for timely data submission.

Skills

Data entry

Administrative support

Communication

Education

High School Diploma or equivalent

Tools

Microsoft 365

Excel

Internet

Job description

Description

ESSENTIAL JOB RESPONSIBILITIES

• Answer a high volume of incoming telephone calls daily, route calls to appropriate staff and/or take and distribute detailed messages to staff as needed.
• Assist Program Director with processing and submission of bi-monthly payroll. Handle New hire Personal and Payroll forms and maintain Personal files.
• Assist Program Director with maintaining and updating weekly Caseload Size and Status Report.
• Prepare and handle mail-outs of Quality Assurance/Consumer Satisfaction surveys quarterly accordance with Quality Assurance Manual requirements (10% Monitoring).
• Process Incoming and Outgoing Mail: Receive, open and date stamp incoming mail and distribute to appropriate staff. Process and apply appropriate postage for delivery of outgoing mail to the Post Office that day.
• Assist Project Director in maintaining the On-Call Schedule and notification to company's Answering services. Enter daily log of absences in calendar and logbook.
• Responsible for Locking and Unlocking Office doors for daily business.
• Greet and assist all visitors to the office while maintaining confidentiality.
• Monitor status of office supplies and place Supply Order as needed.
• Check Faxes regularly for processing and distribution to appropriate staff. Report repairs and follow up.
• Assist with maintenance of Copy and Fax machine (re-supply paper/toner, etc.).
• Data entry into computer system daily, create and produce reports as requested by Program Director, and Supervisors.
• Maintain tracking charts to ensure timely processing and submission of data to appropriate staff.

Requirements

III QUALIFICATIONS

• Individual must be able to perform the essential duties satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required.
• Must have a High School Diploma or equivalent.
• Desktop Computer Skills - Internet, Microsoft 365, Excel

IV. PHYSICAL REQUIREMENTS

• The employee is regularly required to operate a computer, file and retrieve written documents, communicate with others on the phone and in person.
• The employee is frequently required to walk, sit, use hands, and lift and/or move lightweight items.
• Ability to move independently or with reasonable accommodation within the facility and community. Must have a vehicle available, and the ability to communicate clearly.

V. WORKING CONDITIONS

• Work is performed in a normal working office setting that is environmentally controlled. The noise level in the work environment is quiet to moderate.