Administrative Coordinator

Job Title: Administrative Coordinator
Department: Employment Services Department
Reports To: Director of Employment Services
FLSA Status: Non-Exempt

Summary

The Administrative Coordinator assists with back-office functions for the Employment Services Department, as well as other NH programs as needed. This position is vital to the success of the department, and handles duties such as oversight of authorizations for service, input and coordination of data, billing, payroll, filing and other essential functions.

Essential Duties & Responsibilities

Clerical and Administrative Functions.

1. In coordination with the Employment Services Director (ESD), tracks Member progress in opening cases, completing paperwork associated with Member retention, and tracks milestones for Members in this department.
2. Supports the Employment Services (ES) team in billing for services, including Supported Employment (SE), Direct Placement (DP), Competitive Integrated Employment (CIE), Paid Internship Program (PIP) and the NH Pathways program. Completes billing and reporting on accurately and timely basis.
3. Enters consumer information in ES Data Base, and creates/updates charts for enrollees as needed.
4. Provides filing support for the ES department, and makes recommendations for updating and streamlining the processes.
5. In association with the ESD, follows up with vendors, private-pay customers and other funders if there is an issue or discrepancy.
6. Assists with tracking grant related activities.
7. Tracks, measures and reports on information needed for the database.
8. Completes online job applications for SE and DP and other Members.
9. Provides oversight for quality control for Member files and other areas of the operation as needed.
10. Maintains confidentiality of all personnel, consumer, medical, and financial records.
11. Reviews progress notes at the end of the month to ensure that timelines are met, the information is complete and accurate, and that progress notes are well documented.

Other Duties & Responsibilities

1. Supports New Horizons team members as needed to ensure the highest level of customer service is provided.
2. Maintains professional and ethical standards at all times.
3. Attends meetings and trainings as directed by the Employment Services Director.
4. Maintains security of records, files, computer systems and offices within jurisdiction.
5. Supports the Agency’s mission and partners with others to accomplish the mission.
6. Performs special projects and other duties as assigned by the Employment Services Director.
7. Responsible for informing the Employment Services Director of significant matters relating to internal controls and compliance.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Proficient in Microsoft software products, including Excel, Word, and PowerPoint.
  • Must be highly organized and complete work in an efficient, professional and timely manner.
  • Must effectively seek out solutions to challenges related to bringing on new Members, managing their case files, and notifying the DES if there are issues or challenges.
  • Exceptional communication skills, both written and verbal, is required.
  • Expertise in electronic tools and applications, including data management.
  • The ability to work independently, exercising sound judgement.
  • Computer proficiency, including Word and Excel, is desired.
  • Efficient operation of office machines such as copiers is also required.
  • A pleasant telephone personality, the ability to interact appropriately with the public are required.

Education and/or Experience

The Administrative Coordinator must possess a high school diploma or the equivalent, and at least three years of progressive experience in a similar support position.

Language Skills

Ability to read and interpret documents in English such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write in English routine reports and correspondence. Ability to speak effectively in English before groups of customers or employees of organization.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit, climb or balance, and taste or smell. The employee must regularly lift and/or move up 10 pounds, frequently lift and/or move up to 25 pounds.