Administrative Coordinator

Job Description

Job Description

Position Summary :

The Administrative Coordinator will be responsible for answering incoming calls in a busy environment and directing them to appropriate associates, mail distribution, providing general office support including an array of clerical activities, and related tasks. The Administrative Coordinator will provide administrative functions for the Executive / Administrative Offices and the Fiscal, Facilities, and Procurement Supports departments. The Administrative Coordinator must have a professional disposition; excellent public relations skills (interact effectively and courteously with the public, employees, outside agencies, vendors, and establish and maintain harmonious working relationships). Must be professional at all times, have excellent telephone skills, verbal communication, listening skills, and capable of handling pressure in a busy environment. Must maintain confidentiality of all information.

Duties and Responsibilities :

• Must be skillful in operating a multi-line phone system.
• Efficiently Answer / Route incoming telephone calls in a calm, professional manner.
• Greet and direct visitors while maintaining the flow of activities in the lobby / reception area.
• Provide back-up Mail Courier / Clerk duties in the absence of Mail Courier / Clerk.
• Logging and processing of Purchase Requisitions.
• Provide administrative support (i.e., typing correspondence, filing, faxing, scanning, copying, etc.) to the Executive Offices.
• Serve as liaison between PMHCC and office supply vendor representative, including periodic meetings with vendor and annual wrap-up meeting to discuss contractual issues.
• Support all PMHCC programs and departments with the purchase of office supplies (i.e., ordering, returns, research, website issues, etc.) including reconciliation of monthly office supply invoice.
• Handling of orders for specialty office supply items such as furniture and custom printed items.
• Handle all requests for conference rooms and maintains schedule for conference rooms.
• Serve as a liaison between PMHCC and Canteen (or current vendor) regarding 6th Floor Cafe (i.e., stocking of items, trouble shooting issues, etc.)
• Provide support to various programs to assist with catering orders including placing orders, securing the proper documentation and preparing the purchase requisition for each order.
• Assist the Fiscal Department with the reconciliation of monthly gas receipts.
• Maintain agency vehicle mileage records. Record monthly mileage usage in Excel for all agency vehicles. Scan and archive the supporting documentation in the electronic document management system. Follow up and coordinate with all fleet managers to ensure timely receipt of the mileage logs for each agency vehicle.
• Other duties as assigned.

Skills Required :

Education and Experience :

Must have an Associate's Degree or equivalency with at least five years' experience working in a professional office environment. Experience in Behavioral Health field, a plus.

Essential Functions (E) :

Ability to sit for a minimum of two or three hours without a necessary break. Ability to travel locally via public transportation and on foot between PMHCC offices or other destinations, as needed. Ability to lift 10-20 lbs. Ability to carry a mailbag weighing between 10-20 pounds for short distances.

Work requires prolonged use of the keyboard, calculator and desk work. Ability to physically perform the duties and to work in the environmental conditions required such as maneuvering in office space - reaching file cabinets, operating fax and copier machines when necessary

Light lifting of office supply cartons(s).

Equal Opportunity Employment :

PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.

Americans with Disabilities Act :

Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case by case basis in accordance with the law.