Office Administrator

STOP Incorporated POSTING DATE: December 9, 2024

JOB ANNOUNCEMENT OPEN UNTIL: December 27, 2024

Title: Office Administrator

Supervisor: Vice President, Health and Wellness

Department: Health and Wellness

Hours: 40 hours per week Hourly Rate: $18 - $22.00 per hour (commensurate with experience)

Basic Function(s):

We are seeking an exceptional individual to (1) manage the day-to-day operations of the Department of Health and Wellness; (2) ensure accurate data collection and reporting for all programs and services; and (3) support the Health and Wellness Vice President and staff members with administrative services.

Responsibilities and Duties:

· Be an individual with an incredible work ethic, good character, positive attitude, enjoys being a part of a team supporting others, provides exceptional customer service and respectful communication with the Vice President and STOP Inc., Colleagues, Clients, Partners, and Board Members.

· Ensure that Health and Wellness grants are administered in compliance with grant requirements and guidelines; monitor and track all deadlines.

· Assist Vice President on keeping an accurate accounting of grant funds, draws, and monthly balances.

· Prepare and submit reports to and/or on behalf of Vice President. Develop proficiency in utilizing the Agency’s client database (EmpowOR), electronic portal (Unite Us), and other platforms to scan, upload, and enter verified client data with accuracy for reporting purposes with direction from supervisor.

· Conduct follow-ups with current and previous clients to gather post-service data recording and reporting; conduct client satisfaction surveys.

· Manage the Department’s calendar of events, reminders for upcoming staff evaluations, and the schedule of the Vice President.

· Participate and keep notes for Department meetings and other meetings.

· Participate in outreach events, coalition meetings, and other community meetings alongside the Vice President.

· Prepare and/or edit documents, such as letters and memos using Microsoft Word, creating and managing spreadsheets using Excel, preparing presentations using PowerPoint and Canva, PDFs and PDF fillable forms using Adobe, creating digital materials such as flyers, brochures, and other marketing materials using Canva, as well as experience creating Google Forms, QR codes, clickable links, and creating databases.

· Conduct screenings to determine individual and family eligibility for services.

· Organize client documentation and keep charts/files in compliance and secure.

· Effectively establish new relationships and maintain professional working relationships with community partners to include Shelters, Daycares, Assisted Living, Schools, Parks and Recreation, Community Service Boards, local departments of social services in the Cities of Chesapeake, Franklin, Norfolk, Portsmouth, Suffolk, and Virginia Beach and the counties of Isle of Wight and Southampton, and more.

· Maintain active channels of communication with clients and potential clients, staff, and community partners via inbound and outbound calls, emails, Microsoft Teams and/or Zoom meetings, in-person meetings and follow-up visits.

· Communicate with staff and medical, dental, and mental health providers to execute agreements, client services and payment for professional services.

· Ensure Department and Staff are provided with tools to do their jobs such as office supplies, brochures, flyers, promotional materials, vendor and outreach event materials.

· Create and keep up-to-date all Program Manuals and Staff Training Manuals on client eligibility, screening process, client intake documentation, funding eligibility and necessary documentation collection for identified services.

· Attend all required STOP Inc meetings and events; assist if requested. Attend all Department of Health and Wellness meetings and events; required to assist with preparation, setup and wrap-up of all events.

Knowledge, Skills and Abilities:

· Exceptional interpersonal skills and human relation skills that positively benefit interactions with co-workers, internal and external clientele.

· Ability to exercise good judgment and positive self-control.

· Good comprehension skills, with the ability to listen to and understand information and ideas presented through verbal communication.

· Effective oral and written communication skills with individuals at all levels.

· Must be detailed oriented, able plan, prioritize, organize, multi-task and meet deadlines in a fast-paced environment.

· Enthusiasm, good attitude, trustworthiness, personal integrity, and honesty.

· Ability to work autonomously and understand when a superior needs to be involved in decisions.

· Ability to analyze information, evaluate results, and implement the best solution to resolve problems or challenges.

· Self-motivated, with an ability and dedication to learn new skills quickly, keep up to date technically, and apply new knowledge to your job.

· Demonstrated ability to operate safely in the workplace, with experience in holding peers accountable to safety standards.

· Strong personal management skills - time management, organization, dependability, and independence.

· Exercise professional dress and communication with staff, clients, public, and service providers at all times.

Qualifications:

· Minimum 1 year of administrative experience.

· Minimum of an associate’s degree (Office Specialist, Administrator, Administrative Assistant, Medical Office Assistant, Paralegal or similar training) OR strong office management work experience (Counseling practice, law firm, medical practice or similar environment).

· Expertise with computer hardware (computers, laptops, printers, scanners, etc.) as well as Microsoft Office programs (especially Word, Excel and PowerPoint), Google Forms, and Canva.

· Must have a strong work ethic, be able to multi-task, be detail-oriented, have a positive attitude, excellent oral and written communication, as well be an excellent team player.

· Strong management skills - time management, organization, dependability, and independence.

· Exercise professional dress and communication with staff, clients, public, and service providers at all times.

· Have a valid Virginia Driver’s License, an acceptable driving record (no more than 30 days old), comfortable driving, reliable transportation and the ability to travel.

· Submit to an in-depth background check and drug testing.

Physical Requirements:

· Able to lift & carry items up to 15 lbs.

· Able to sit at a desk comfortably while working on a computer, for extended periods of time.

· Able to hear and speak to customers in person and/or by phone.

· Able to see and read on computer screen and paper.

· Able to use hands and fingers to operate office equipment such as a computer, copier, phone etc.

FOR MAILING: Send all resumes and references addressed to: Human Resources with the envelope labeled, “Resume and References for Office Administrator”, printed on the front.

HAND DELIVERIES: Resumes and references will be accepted in a sealed envelope, labeled “Resume and References for Office Administrator”, printed on the front, from 10:00 am until 5:00 pm only, Monday through Friday, with the exception of required Agency closures and designated holidays.

FOR EMAILING: Send all resumes and references to: humanresources@stopinc.org.

The subject line must state, “Resume and References Attached for Office Administrator”.

NO PHONE CALLS WILL BE ACCEPTED!

STOP Inc. is an equal opportunity employer, committed to diversity in the workplace. We do not discriminate on the basis of race, religion, color, sex, sexual orientation, gender identity, Veteran status, age, national origin or disability. Applicants who need accommodations for an interview should request this in advance. All candidates are subject to a criminal history background check and drug testing before being offered employment.

STOP Inc. MISSION: With the assistance of community partners, reduce the effects of poverty by assisting low and moderate wage earners and economically disadvantaged residents of Eastern Virginia achieve self-sufficiency through program and service initiatives which encompass education, employment, housing and health for the improvement of their quality of life.

STOP Inc. VISION: Is to be one of the premier Community Action Programs in the Commonwealth of Virginia entrusted to provide quality programs and services that have a transformational impact on low and moderate income residents and the community.

STOP Inc. CORE VALUES & PRINCIPLES: Coordination, Competence, Dignity, Diversity, Flexibility, Immediacy, Integrity, Leadership, Optimism, Respect

THE COMMUNITY ACTION PROMISE: Community Action changes people’s lives, embodies the spirit of hope, improves communities, and makes America a better place to live. We care about the entire community, and we are dedicated to helping people help themselves and each other.

Creating Opportunities One Life at a Time, One Family at a Time, One Community at a Time!

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person