Division Coordinator II - YRS

Summary:

This position performs a broad range of administrative tasks in support of the division of Youth and Residential Services (YRS) and high level administrative and logistical support to the division’s Managing Director, directors, associate directors and managers. The Senior Divisional Coordinator will assume a point-person and leadership role related to the administration of one or more core activities such as background checks for potential client sponsors, financial processing and the entrepreneurial catering venture.

As part of the division of Youth & Residential Services, this position will be counted on and included in providing services to participants at the program sites and will assist the programs in every aspect of programming operations. The individual in this position is expected to report to and perform assigned service-related duties at the program sites for all relevant reasons including influxes in the census, staffing shortages, emergencies and trainings, among others.

Duties:

  • Provide general administrative support to all YRS programs and serve as an administrative assistant to the Managing Director of YRS and to senior directors of YRS
  • Answer incoming calls to the YRS switchboard and provide professional and pro-active customer service and expedient transfers to relevant parties.
  • Manage and maintain division-wide databases in areas such as employee training, file compliance, financial transactions and general program inventory and establish procedures for processing data and to support updating related information.
  • Manage the division’s inventory, including receiving and distribution, and ordering additional inventory in a timely manner.
  • Reconcile financial items and prepare and monitor expense reports, credit card detail and contract billings.
  • May serve as point person for processing invoices and EBE’s for the division via E-requester and other channels.
  • Prepare records, contracts for signature or submission, personnel and other documentation and ensures the appropriate filing and distribution of such data. Develop forms, as needed, and establish procedures for processing data and information. Maintain confidentiality of all documents and other information.
  • Meet with new hires to explain background check processes and paperwork, and serve as point person to address relevant questions.
  • Responsible for human resources related processes such as reference checks, employment related paperwork and data entry.
  • Ensure personnel files are in compliance with agency, funder and state licensing through regular audits. Communicate with employees and managers to ensure that missing or expired items are submitted in a timely manner.
  • May serve as point person for entrepreneurial catering venture and manage related processes, acting as a liaison between clients and kitchen management, overseeing ordering and billing processes and coordinating relevant timetables.
  • May serve as point person for the administration of YRS’ fleet of vehicles, including tracking licenses and registrations, and insurance renewals and deadlines.
  • Assist in processes related to client travel, including communicating with families of clients and overseeing the processing and reconciliation of payments related to airline ticket purchases and other travel expenses.
  • Manage processes related to running background checks on potential client sponsors, including scheduling appointments, explaining the process to families, ensuring paperwork is complete, and ensuring timely submission of related documents.
  • Assemble packages for new clients in a timely manner and assist in organizing the division’s inventory and in keeping the storage areas safe and clean.
  • Assist in receiving of inventory deliveries and in transporting inventory to designated storage areas.
  • Coordinates and performs specialized data processing tasks for the division of YRS, as defined by division needs and contractual requirements.
  • Performs non-specialized tasks as needed including but not limited to word processing, filing, photo copying, screening in-coming calls and visitors/clients and directing correspondence in accord with organizational standards and division guidelines.
  • Establish and maintain relationships with goods and services vendors and act as point person for external parties.
  • Maintains and appropriate professional demeanor and cultural understanding towards co-workers, visitors, clients, supervisors and other non-personnel.
  • May occasionally work in a general capacity at the program sites. Working the milieu at the program sites requires supervision of clients both individually and in groups, actively participating in activities, and leading workshops, among other duties.
  • May be required to transport participants and to ensure timely delivery of food and or supplies to other destinations, which may include driving an agency vehicle.

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.

  • Education and/or Experience: High school diploma or equivalent and five years of related experience, or equivalent combination of education and experience.
  • Other Qualifications: Demonstrated computer proficiency, including word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology (i.e., mental health and addictions) may be required.
  • Language Skills: Spanish fluency is required. Excellent verbal and written communication skills. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
  • Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

  • Quality – Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
  • Quantity – Meets productivity standards; Strives to increase productivity.
  • Technical Competency – Demonstrates proficient technical skills and capacity to develop.
  • Customer Service – Responds to requests for service and assistance; Meets commitments.
  • Ethics and Accountability – Adheres to organizational ethics and confidentiality standards.
  • Interpersonal Skills – Maintains confidentiality; Listens to others without interrupting.
  • Teamwork – Contributes to building a positive team spirit; Supports everyone’s efforts to succeed.
  • Attendance and Punctuality – Is consistently at work and on time.
  • Dependability – Follows instructions, responds to management direction.
  • Initiative – Volunteers readily; Asks for and offers help when needed.
  • Diversity – Demonstrated cultural competence and ability to work with diverse populations.

Work Environment: Each YRS program site operates on a 24/7 basis, 365 days per year. To meet both the needs of our participants and contractual obligations, employees of YRS need to be willing to be flexible in regards to work location and scheduling, each of which may be altered by program management at any time. Employees must be willing to perform any duty that may be required due to the needs of the program.

  • All employees share responsibility for the cleaning and basic maintenance of our facilities.
  • The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives or in order to ensure the required staff to client ratio is otherwise maintained.
  • Crisis prevention and behavioral management techniques may include physically restraining and physically transporting residents.

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 use hands to finger, handle, or feel and talk or hear.
  • The employee is frequently required to reach with hands and arms.
  • The employee is occasionally required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl.
  • The employee must occasionally lift and/or move various types of inventory, including various sizes and weights, up to his or her ability.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987.


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