Office Coordinator

Description

POSITION TITLE: OFFICE COORDINATOR    

PROGRAM/LOCATION: Administration - San Luis Obispo 

POSITION SUMMARY:

The Office Coordinator is responsible for greeting guests, clients, and staff, answering phones and providing day-to-day resources to our consumer population in the busy lobbies of our main administrative offices in San Luis Obispo. This position serves as the agency point person for questions and information and ensures efficient operation of the front office, as well as provides administrative support to employees through a variety of tasks related to the organization. The Office Coordinator helps to maintain the professional appearance and overall function of the office and is responsible for maintaining the materials/supplies and equipment. The Office Coordinator upholds and pro¬motes the organization philosophy in all duties performed while using a trauma informed approach. 

HOURS/ SALARY EMPLOYEE PERKS:

Full-time, non-exempt position. 40 hours per week. Anticipated hiring range is $24.00-$25.00. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $24.00-$28.00 per hour). 

EMPLOYEE PERKS:

A few of our helpful employee benefits include membership discounts to various local fitness centers. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

ORGANIZATION DESCRIPTION:

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities.  TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions. 

MISSION STATEMENT:

Transitions-Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.  

RESPONSIBILITIES AND DUTIES:

1. Serves as business receptionist by greeting and screening all incoming staff, clients, guests, and telephone calls.  This may include taking or directing messages, answering general and procedural questions, and serving as a central clearinghouse for contact and communication information for the agency.  This also includes being the first point of interaction for clients in crisis, assessing and addressing their needs while remaining calm.  Responsibility entails, but is not limited, to general knowledge of organizational functions, program operations, and activities.

2. Provides general and administrative support to agency staff.  Provides administrative assistance by transcribing and composing a variety of confidential correspondences and reports.  Creates, types and/or mails any requested business correspondences, forms, records, documents, or reports.  Creates and maintains Excel spreadsheets and various databases.  Utilizes Outlook for scheduling and calendaring of events.

3. Works collaboratively with Directors & Program Managers, providing support on projects, research, tracking, and events in their divisions, some of which may have organizational impact.

4. Assists in maintaining a professional office environment, including front lobby, personal work areas, kitchen, bathrooms, warehouse, plants, and office appearance. Notifies janitorial crew when special cleaning attention is required. 

5. Coordinates with the Office Coordinator II to perform opening and closing procedures for the Front Desk.

6. Runs errands and/or orders supplies for various meetings, such as board meetings, trainings, and lunches. Collaborates with Operations Manager to coordinate Lunch & Learns for staff.

7. Faxes any incident reports to the appropriate party, when received.  

8. Maintains the phone systems & copy machines, building access, and assists with troubleshooting company equipment.  

9. Orders business cards for new employees.  Makes sure that when an employee is hired or terminated all necessary documents are updated, such as mailboxes, phone extensions, and picture wall.  Works closely with the Office Coordinator II to make sure organizational chart and phone list is updated as well.  

10. Performs monthly safety drills and completes monthly vehicle and site safety inspections/checklists.  

11. Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication. 

12. Assumes other duties and responsibilities as assigned by the Operations Manager and/or Office Coordinator II.

JOB ENVIRONMENT:

1. Moderate, physical activity and frequent driving; may include moving or lifting up to 50lbs.

2. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.  

3. Active, busy, professional environment with frequent spoken and written interaction with colleagues, staff, and community members. 

Requirements

Minimum Requirements:

1. Bachelor’s degree preferred.

2. Two (2) years of front office experience required.

3. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

4. Knowledge of TMHA programs.

5. Self-sufficient, initiative and take charge skills.

6. Friendly and welcoming demeanor.

7. Strong interpersonal skills, collaborative work style and strong oral/written and communication skills.  

8. Well defined organizational and time management skills. 

9. Ability to work independently and flexibly

10. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. 

11. Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level

12. Ability to possess and maintain good physical and mental health.  

13. Ability to work well within a team and maintain a professional, respectful attitude in the workplace.

14. Ability to be willing to work with supervisor oversight and direction. 

15. Attendance is an essential function of this job that requires face-to-face interaction with clients and/or other employees.

16. Ability to mindfully promote equality and respect diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all of the other fascinating characteristics that make us different.

17. Demonstrate the ability to successfully deliver culturally responsive services

18. Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity. 

19. Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business. 

20. Conditions of employment include: 

• Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience and DMV driving record that meets TMHA’s current vehicle insurance requirements.  May be required to utilize reliable personal vehicle and auto insurance.  

• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.  

• Must be able to successfully complete First Aid and CPR training.

Physical Demands:

1. Seeing

2. Hearing

3. Speaking

4. Stooping/Bending

5. Moving around office

6. Moving between offices/clients

7. Driving

8. Climbing

9. Lifting/carrying heavy items

10. Computer use

11. Pushing/pulling/dragging items

12. Standing for long periods

13. Working outside

14. Using hands/fingers