Office Coordinator (Part-Time)

Easterseals Louisiana; Shreveport (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

Easterseals Louisiana is seeking an organized administrative assistant to support program directors and staff. You will manage a high volume of calls, assist with payroll processing and new-hire paperwork, and maintain key reports and mail flows.

The role requires strong computer skills (Internet, Microsoft 365, Excel), confidentiality, and collaborative teamwork within a supportive team environment in Louisiana.

Qualifications

• Must have a High School Diploma or equivalent.
• Proficient with Internet, Microsoft 365 and Excel.
• Ability to handle high-volume calls and payroll-related tasks.

Responsibilities

• Answer a high volume of incoming calls and route messages to staff.
• Assist with payroll processing and New Hire forms; maintain personal files.
• Maintain weekly Caseload Size and Status Report.
• Prepare mail-outs of QA/Consumer Satisfaction surveys and manage mail flow.
• Data entry and reporting for Program Directors and Supervisors.

Skills

Problem Solving

Planning

Coordination

Communication

Teamwork

Assertiveness

Education

High School Diploma

Tools

Internet

Microsoft 365

Excel

Job description

• 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.

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.

JOB RESPONSIBILITIES

Create, change and monitor documents as directed for each program. Track information needed by Directors on a day-to-day basis.

I. Provision Of Services

• Assure all clients, family and other support givers are treated with respect and dignity; and

ensure that their rights

• are preserved.

Ii. Competencies

• Problem Solving/Decision Making - Able to assess needs and consider course of action to best meet those needs.
• Monitoring - Able to effectively review and work to determine if any changes, improvements or other actions are necessary.
• Planning - Establish effective objectives, and priorities, and implement plans; anticipate obstacles and consider alternatives.
• Coordination - Able to multi-task in work to coordinate efforts with programs to ensure consistency and adequate follow-up.
• Action Orientation - Ability to take initiative rather than passively accepting; taking prompt action and attempting to influence events to achieve goals.
• Work Commitment - Willingly expend extra effort and time to get a job done; identify with organizational goals exhibit excellent time management abilities.
• Oral and Written Communication Skills - Possess both skills.
• Building Relationships - Able to establish rapport with Easterseals Louisiana administrative and other program staff.
• Team Playing - Work cooperatively with other Easterseals Louisiana Support Coordinators/Supervisors.
• Assertiveness - Able to identify with project and Easterseals Louisiana objectives. Adequately, constructively, and directly communicate these objectives, recognizing and respecting the needs of others.

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.
• 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.