POSITION SUMMARY
We are seeking a highly organized and detail-oriented Office Coordinator for a data-intensive position requiring proficiency in Microsoft Excel, strong computer and critical-thinking skills, and the ability to interpret data and identify discrepancies requiring action.
The Office Coordinator must be able to manage multiple ongoing processes, maintain accurate tracking systems, communicate effectively with staff, and ensure outstanding items are followed through to completion.
As part of a Supported Living Services agency serving adults with intellectual and developmental disabilities, the Office Coordinator must also be comfortable interacting with and providing occasional, limited support to the people we serve. While this is primarily an administrative position and does not routinely involve the level of direct support provided by our Direct Support staff, the people we support are a regular and valued part of our office environment.
The Office Coordinator may assist clients with simple tasks or activities in the office, spend time with a client while they wait for staff, help them access something they need, or occasionally provide transportation and remain with a client until their regularly scheduled support is available. All office staff are expected to respond appropriately to client needs or unexpected situations that may arise.
The Office Coordinator will receive training relevant to working in Supported Living Services and must be willing to develop an understanding of our work, the people we serve, and the principles of respectful, person-centered support. The position requires successful completion of applicable background clearances and required training.
SCHEDULE AND BENEFITS
This is a 35-hour-per-week, benefits-eligible position. The regular schedule is Monday through Friday, 8:00 am - 4:00 pm, with a one-hour unpaid lunch.
Benefits include:
- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- Air ambulance membership
- HealthSPORT membership
- Mileage reimbursement
ESSENTIAL DUTIES AND RESPONSIBILITIES
Data Management and Excel
- Download, organize, maintain, and work extensively with data in Microsoft Excel.
- Create and maintain spreadsheets and tracking systems as needed.
- Analyze and compare administrative and scheduling data across spreadsheets and systems, including attendance, shift coverage, timeliness, location information, and other operational data.
- Identify discrepancies, exceptions, patterns, and information requiring further review or action.
- Prepare reports and summaries for management as needed.
- Provide instruction and support to staff in the specific Excel processes used for agency data processing.
Electronic Visit Verification (EVV)
- Maintain the agency's Electronic Visit Verification (EVV) system and associated records.
- Monitor check-in/check-out and scheduling data for accuracy, completeness, and unusual variances.
- Maintain shift information, including schedule changes, coverage outside of the standard schedule, and resolution of EVV exceptions.
- Identify and promptly communicate unfilled shifts or other scheduling concerns requiring attention.
- Assist with identifying and arranging shift coverage as needed.
- Monitor service-hour utilization against authorized hours and coordinate with program staff and Service Coordinators when additional hours may be needed, including tracking requests and required follow-up.
- Communicate with employees regarding missing or inaccurate information and provide support with EVV system use and requirements.
- Identify and report significant or recurring EVV issues, discrepancies, or patterns to management.
- Track outstanding EVV issues through resolution.
Scheduling and Training Management System
- Maintain the agency's electronic Training Management System (TMS), including entering and maintaining training and staff meeting records.
- Track required trainings, classes, certifications, meetings, and completion dates.
- Coordinate office-based computer training and assist employees with accessing required training.
- Schedule and track employee review of required client-specific documentation as part of onboarding and ongoing training.
- Schedule and coordinate trainings, office appointments, events, paperwork, and other required activities.
- Schedule and coordinate virtual and in-person staff and team meetings, including Zoom and computer setup for remote participation, and take meeting notes as needed.
- Provide reminders and follow up on outstanding requirements.
- Maintain accurate records of scheduling, contacts, required actions, and completion status.
Payroll Support
- Provide administrative and data-entry support for payroll preparation, including entering and updating payroll-related information.
- Review payroll, EVV, and related records for completeness, accuracy, and consistency, and follow up on discrepancies or missing information.
- Maintain and update records related to payroll adjustments, EVV exceptions, and IHSS-related information as required.
- Maintain accurate and confidential payroll and employee records.
Employee Files and Records
- Maintain organized, accurate, and confidential employee files and records.
- Collect and review required employment and onboarding documentation, including employment forms, identification, licenses, insurance, health clearances, fingerprinting documentation, and other required records.
- Review required agency policies and acknowledgments with employees and ensure documents are understood, completed, and signed.
- Coordinate and track employee completion of required external processes, including IHSS enrollment, appointments, fingerprinting, classes, and related documentation.
- Schedule employees to complete or update required documentation as needed.
- Monitor employee files and requirements for missing, incomplete, or outdated documentation and follow up consistently through completion.
- Maintain records and documentation related to employee performance, corrective actions, meetings, and management follow-up.
Technology & Office Systems
- Provide first-line troubleshooting for routine computer, printer, and internet connectivity issues.
- Perform routine upkeep and basic troubleshooting of office equipment, including the fax machine, and coordinate outside service when needed.
- Maintain agency iPads, including completing routine updates and addressing basic operational issues.
- Answer incoming telephone calls, take and relay messages, and direct calls as appropriate.
- Maintain regular office coverage to receive mail and deliveries, assist visitors and staff, provide staff access to office computers, and respond to telephone calls.
- Perform routine office upkeep tasks, including dishes, floor care, and plant care.
- Maintain kitchen and common-area supplies, including filtered drinking water, and take out trash and recycling as needed.
- Clean office door glass and other designated office areas as needed.
General and Operational Support
- Maintain inventory of agency-provided household supplies and coordinate supply pickups and distribution.
- Run local business-related errands and transport materials or supplies as needed.
- Provide occasional client transportation related to office operations or unexpected scheduling needs, such as transporting a client home from a day program and providing brief support until their scheduled staff arrive.
- Coordinate medication disposal in accordance with agency procedures.
REQUIRED QUALIFICATIONS
- Proficiency in Microsoft Excel, including the ability to work effectively with spreadsheets containing substantial amounts of data.
- Ability to review and interpret spreadsheet data and identify discrepancies, exceptions, patterns, and information requiring follow-up.
- Strong data-entry skills with a high degree of accuracy and attention to detail.
- Strong critical-thinking and problem-solving skills, including the ability to recognize when an issue requires further review or management attention.
- Strong organizational skills and ability to manage multiple priorities, schedules, deadlines, and outstanding items through completion.
- Strong general computer proficiency, including the ability to troubleshoot routine technology and connectivity issues and learn specialized electronic information systems.
- Clear and professional written and verbal communication skills.
- Ability to provide professional assistance and instruction to employees using electronic systems and completing administrative requirements.
- Ability to work independently, exercise sound judgment, and maintain consistent follow-through.
- Ability to maintain confidentiality of employee and payroll information.
- Valid driver's license, current automobile insurance, and reliable access to a properly functioning vehicle for work-related driving throughout employment.
- Ability to successfully complete agency-initiated DOJ fingerprint/background clearance and other required employment clearances.
PREFERRED QUALIFICATIONS
- Prior experience interacting with people with intellectual and developmental disabilities through work, volunteer activities, family, friendships, or other personal connections is preferred.
- Previous experience in scheduling, payroll support, data management, or a similar office role.
- Experience using Excel to review and interpret operational data beyond basic data entry.
- Experience with Electronic Visit Verification (EVV), employee scheduling, or similar administrative data systems.
- Experience maintaining employee training records or working with Training/Learning Management Systems.
OUR WORKPLACE
Our agency is committed to maintaining an inclusive and respectful environment in which people with intellectual and developmental disabilities are valued as individuals and treated with dignity and respect. We value the diversity of our clients and our employees across race, culture, disability, sexual orientation, gender identity, gender expression, and other individual differences. All employees are expected to recognize and respect each person as an individual, including their abilities, support needs, identity, name and pronouns, culture, background, relationships, and ways of communicating.
Pay: From $21.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Application Question(s):
- 1. Please briefly describe any experience you have interacting with people with intellectual and developmental disabilities. This may be through employment, volunteer activities, family, friendships, or other personal connections.
- 2. Briefly describe the most complex spreadsheet or Excel-based task you have personally worked with. What were you using the data for?
- 3. This position involves maintaining multiple ongoing electronic systems and tracking processes. Please briefly describe any experience you have had maintaining records, tracking outstanding items, identifying discrepancies, or following up to make sure tasks were completed.
- 4. Do you currently live within commuting distance of our tri-city area of Eureka, Arcata, and McKinleyville?
- 5. This position is scheduled Monday through Friday, 8:00 a.m.–4:00 p.m. Are you reliably available to work this schedule?
- 6. Do you anticipate any extended travel or other commitments during the next six months that would require you to be away from scheduled workdays?
If yes, please list approximate dates.
- 7. What would be your earliest available start date?
- 8. Do you have a reliable vehicle in good working condition that you are willing and able to use during work hours for office errands and occasional client transportation?
- 9. Do you have a clean driving record, including no DUI convictions, within the past five years?
- 10. Are you able to complete and pass the agency-initiated DOJ fingerprint/background clearance required for this position?
- 11. This position requires COVID-19 vaccination in order to work with the individuals we support. Are you currently vaccinated against COVID-19?
- 12. Because this role involves supporting individuals who may be medically vulnerable, are you willing to follow agency health and safety requirements, including vaccination recommendations during public health emergencies?
- 13. What are your pronouns? Examples: she/her, he/him, they/them.
Work Location: In person
