Position Number: 22081952
County: Pope
Anticipated Starting Salary: $43,088.03

Position Summary

The Administrative Coordinator serves as the primary support to Vocational Rehabilitation Counselors in the field office.  This individual must be able to observe, receive, and obtain information from all relevant sources. The individual will be responsible for performing daily administrative tasks, including maintaining information files and processing paperwork. They will develop constructive and cooperative working relationships with others and maintain them over time. They will develop specific goals and plans to prioritize, organize, and accomplish their work. Their duties will include entering, recording, storing and maintaining information in both electronic and written formats; therefore, they will need to own proficient computer skills. The individual will interact directly with the public, greeting clients via phone, email, or in person. They will have some travel according to the Vocational Counselor’s itinerary to various sites within the designated counties to market and serve clients in all areas.

This position requires on-site employment with no remote or hybrid options available.

Education and Professional Work Experience 

Minimum Qualifications

A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.

Preferred Qualifications:

• Proficiency in all Microsoft Office applications, with strong emphasis on Microsoft Excel and Word.  
• Experience in Database Management.
• Solid knowledge of grammar, punctuation, ands spelling, with the ability to apply these rules effectively.
• Experience in delivering public presentations.
• Strong management and organizational skills, with excellent attention to detail.
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Knowledge, Skills, and Abilities                                                               

• Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling.
• Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders. Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.
• Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.
• Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.  

Job Responsibilities and Expected Results

Key Business Processes/Duties

• Schedule and confirm appointments for clients, vendors, or supervisors.
• Manage paper or electronic filing systems, record information, updating paperwork, or maintaing documents, such as attendance records, correspondence, or other material.
• Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
•  Maintain scheduling and event calendars.
• Assist clients with job exploration duties to obtain appropriate employment under the Vocational Counselors’ directions.
• Participates in marketing activities to create more public knowledge about services provision to individuals with disabilities out in the community.
• Develop and maintain relationships with community referral sources including schools, employers, and service providers.
• Assist in arranging necessary services for clients including medical and mental health services.
• Greet the public as they enter the building to apply for services.
• Route phone calls to the appropriate party.
• Perform other duties as assigned.