Administrative Services Coordinator

Location: South Bend
Department: Administration
FLSA Status: Exempt
Job Type: Full Time

This full-time position is responsible for the maintenance of several computerized and manual internal control systems of the agency. It also includes purchasing of office supplies, furniture and equipment. In addition, this position is responsible for coordinating reception, mailing, insurance claims, vehicles licensing, and facilities maintenance. This position supervises front desk receptionists and the Building Engineer.

ESSENTIAL DUTIES include the following. Other duties may be assigned.

 Order and coordinate the delivery of office supplies, stationary, furniture and equipment to the proper location.
 Tag and update agency inventory items and update yearly inventory
 Contact vendors for copier maintenance and repairs
 Maintain log of purchase orders and enter information into computer database
 Issue Purchase Order numbers and process paperwork
 Match checks to Choice claims, record information, obtain signatures and mail with appropriate paperwork. Ensure proper filing of documentation.
 Match checks to invoices, record information before preparing for signatures and mail signed checks with appropriate paperwork. Ensure proper filing of documentation.
 Coordinate agency credit cards, and the credit card invoices for payables.
 Maintain and upgrade cell phones and numbers
 Make travel reservations, accommodations and rental of cars as needed
 Maintain and update key information
 Perform cost analysis and make recommendations on new equipment purchases, as needed
 Perform cost analysis on new and current services, make recommendations for improvements as needed
 Work as a liaison between in-house staff and local printing companies to expedite printing of brochures and supplies
 Order and distribute all check stock and deposit tickets
 Records/Enters cash receipts including all Nutrition Site deposits
 Monitors and coordinates maintenance and needs of the Agency’s facilities. Keeps and prioritizes work orders.
 Assures proper licensing of vehicles.
 Submits and manages vehicle incident reports to insurance company.
 Hires, with Director’s approval, and supervises receptionists and Building Engineer.


All major decisions are made by the Director of Administration and Finance. Individual tasks and day-to-day operations need to be accomplished without direct supervision and necessitate
good judgment skills. Most work is reviewed by the Director for quality and accuracy, either in process or upon conclusion.

Bachelor’s degree (BA or BS) from an accredited four-year college or university in Business Administration or related field is preferred. Minimum of two years of relevant experience is required.

 A strong working knowledge of Excel, MS Word and computer functions
 Word processing skills and experience with basic office machines
 Ability to prioritize work, with attention to accuracy, neatness and detail
 Good oral and written communication skills
 Ability to make practical application of customary practices, regulations and procedures
 Ability and willingness to troubleshoot and perform light repair on office equipment
 Can be trusted to keep sensitive information secure
 Ability to meet deadlines and juggle multiple priorities.
 Ability to work independently with minimal supervision.
 Valid driver’s license and a dependable vehicle required

The work consists of moderately complex but standardized processes, requiring a substantial amount of technical understanding of specialized funding source requirements. Accuracy of data entry, attention to detail and deadlines, judgment used and decisions made are critical to the ability of this department to provide accurate, timely, and helpful information. The work is somewhat repetitive, but the specific requirements of each funding source vary requiring attention to detail.

 With Agency staff, Supervisors, Directors and President/CEO
 With Vendors, State and Federal representatives
 With auditors from the State and CPA firms to convey information and answer questions.

The physical demands and work environment 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 usually seated, standing, or walking at will in a typical office setting. Some physical effort required (some lifting). Occasional travel to suppliers and county offices.

 Successful candidate must submit to a pre-employment drug screening, a limited criminal history check, FBI fingerprinting, driver history check and credit check.
 Proof of educational credentials is required at time of employment.
 This position has a 6 month probationary period.

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