Offer: Bi-Lingual Office Coordinator

Bi-Lingual Office Coordinator

JOB DESCRIPTION

Are you AWESOME? Do you ENJOY helping others?


As a Bi-lingual Office Coordinator , you won't only be responsible for being the face of the office while providing administrative support, you'll also participate in major ILI event, update social media platforms, order office supplies, and provide evening front desk coverage during Board of Director meetings.



Independent Living, Inc., is a progressive and dynamic cross-discapability services organization and a leader in the provision of peer services in the Hudson Valley region. As a Bi-lingual Office Coordinator , you must have expertise of computer software, have excellent customer service expertise as well as maintain confidentially pertaining to all aspects of agency operations including, but not limited to, consumer confidentiality. Must have two years of administrative practice, Human services practice preferred, a high school diploma or equivalent, and must be fluent in Spanish.


Persons with disabilities are encouraged to apply.


tasks AND RESPONSIBILITIES:

»Maintains the upkeep of front office operations and processes.

»Provides administrative support and participates in major ILI events (e.g. Wellness Conference, Annual Breakfast, etc.) in an administrative capacity including, but not limited to, creating tracking spreadsheets, name badges, binder inserts, and copies; proofing letters, documents and programs; and handling invoicing and on-site registration support.

»Provides support (with guidance) as directed by immediate manager, for development responsibilities including mail merges, processing online donations, follow-up calls to vendors and creating filing systems that provide immediate access to critical information.

»Posts and updates information on our social media pages.

»Maintains an on-going inventory of all office supplies and orders as needed. Provides weekly stock level updates to direct manager. Checks current inventory to ensure item requested is not in stock prior to placing an order. Also facilitates an annual inventory of office supplies.

»Handles purchasing orders and tracks until received.

»Under the direction and with approval of direct manager, provides office support to Newburgh Managers and Directors on various projects.

»Distributes mail and updates mailbox names when needed. Handles outgoing mail, postage and calls to schedule courier (FedEx, UPS, etc.) pickups.

»Replenishes literature holders, updates telephone directory, scans and saves everyday attendance log every Monday morning, creates employee ID badges, as needed.

»Responsible for maintaining a Front Desk Manual with how-to instructions for front desk operations, updates with department guides, directories, and other pertinent information.

»Schedules and maintains conference room reservations in Outlook.

»Creates vouchers that match invoices to vendors and files alphabetically in invoice binder.

»Ensures front desk coverage (with the support of direct manager) at all times including securing coverage for everyday break periods and for any prescheduled time off and creates a coverage schedule.

»Prior to taking time-off communicates and provides how-to instructions to the coverage person to ensure a level of consistency in front desk operations (e.g. sign-in sheets, everyday logs, retrieving of general mailbox messages, postage, ordering supplies, and other tasks required while out.)

»Answers all incoming calls using proper phone etiquette and excellent communication expertise. Forwards all calls to the appropriate staff member with a polite and cheerful attitude.

»Retrieves and forwards all general voicemail messages to the appropriate staff in an efficient and timely manner.

»Greets all individuals entering the agency in a pleasant and professional manner. Interprets Spanish as needed.

»Provides evening front desk coverage for the monthly Board of Directors meeting as needed.

»Attends and actively participates in all meetings and training sessions provided by ILI and/or other agencies as required by ILI and requested by direct manager.

»Maintains a high ethical and professional working environment in conformity with the Independent Living philosophy.

»Other tasks as assigned or as required by the needs of the position.


General Requirements:

»Honesty, respect for diversity, high personal standards, language, and behaviors reflecting such values and the Independent Living philosophy.

» capability to handle multiple tasks in a fast-paced environment.

»Must be a team player with a positive ?can-do? attitude.

»Demonstrate capability to recognize the need for and facilitate connections between consumers and ILI.

»Must maintain confidentially pertaining to all aspects of agency operations including, but not limited to, consumer confidentiality.

»Excellent customer service expertise.

»Working expertise of computer software including MS Office (Outlook, Word, Excel and PowerPoint).

»Excellent written and verbal communication expertise.

»Excellent telephone and typing expertise.

» capability to communicate in Spanish.


SHIFT:

»Monday through Friday 9am-5pm.


BENEFITS:

» 401(k)

»Health insurance

»Dental insurance

»Vision insurance

»Life insurance

»Flexible Spending Account (FSA)

»Paid time off

Qualifications

»Two years of administrative practice required. Human services practice preferred.

»High school diploma or equivalency required.

»Fluency in Spanish required.


Por favor, ayudanos a crear un sociedad libre sin barreras! Help us create a barrier-free society!

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