Job description

Position Summary

The Office Coordinator is responsible for providing support with all clerical and administrative duties. The incumbent will play an active role in ensuring staff are completing all documentation accurately and timely to meet DDA and Agency needs. These responsibilities cover all areas of teamwork to ensure and promote quality of life for the individuals we support and the staff assigned to the programs. The Office Coordinator is required to perform all duties in accordance with State of Maryland regulations and Federal laws.

Essential Duties and Responsibilities

ADMINISTRATIVE

• Manage office activities such as answering the phone, processing the mail, supporting staff and reviewing documents;
• Maintain office area by keeping it organized and fully stocked with the proper office supplies;
• Collect and track all monthly reports to ensure program compliance to include attendance, quarterlies, water temperature logs etc.;
• Ensures that incidents are reported to the Executive Officers within 4 hours of occurrence;
• Maintains emergency supplies and audit supplies for expiration dates;
• Ensures agency vehicles are being used and maintained according to program needs;
• Maintain the vehicle log books, gas card and maintenance needs record of vehicle’s;
• Coordinate requests for supplies with the staff and managers;
• Plan and organize clerical assignments and assure accuracy of work product;
• Reconcile credit card statements monthly;

PROGRAM GOALS

• Responsible for tracking the development and implementation of goals for each assigned individual as noted in the Person Centered Plans;
• Assists staff with developing a master calendar of activities;
• Fosters open and supportive communication with clients, staff, families, Representatives of Developmental Disabilities Administration, Bureau of Guardianship Services and other community Agencies;
• Tracks clients annual medical appointments;
• Ensures proper documentation of medical and health needs to staff, agency nurses, families, etc. using appropriate logs when necessary;
• Review documentation weekly to ensure staff are implementing PCP goals and partaking in community based programs;
• Attend PCP meetings and assist with the development of goals for PCP;
• Assist with the accepting and distribution of Medications, MARs, PMOFs from the Pharmacy to the Residential Supervisors as needed;
• Establish and maintain effective working relationship with employees, supervisors and other management personnel in the agency;

STAFF MANAGEMENT

• Support in supervising community personnel;
• Assist with interviews and new hire orientation;
• Coordinates/conducts probationary, performance evaluations, disciplinary actions and development plans for assigned staff;
• Maintain the training database system by keeping it current and accurate with employee registration dates, completion of trainings and calendar training topics and dates;
• Register employees for trainings as needed;
• Communicates staffing issues, needs or accomplishments to the Executive Officers for corrective actions or professional development purposes;
• Supervises staff training and development through teaching, mentoring and guiding staff on how to appropriately work with and interact with clients, other staff, families, guardians and state representatives;
• Assists in problem-solving, crisis management, and emergency staff coverage;
• Participates in scheduled Managers meetings;
• Conducts training on PCP, BP and other related areas;
• Conducts quarterly staff meetings with all personnel;
• Coordinates/attends as needed all individual related meetings (PCP, BP, Nursing, family, etc.); ensures all necessary follow-up is completed.
• Communicates pertinent issues to Executive Officers;
• Use tact and discretion in dealing with staff and general public

FINANCE

· Collects and Reviews timesheets by due dates for all employees;

· Supervises the management and reconciliation of client funds;

· Collects and reconciles receipts pertaining to credit cards and client funds every month;

· Receives and processes mileage reimbursement forms for all assigned personnel;

· Communicate payroll issues/adjustments to executive Officers as soon as the employee reports the issue;

· Ensures management and budgeting of client’s funds to meet their personal needs to include activities, vacations, medical and hygiene;

· Receive, deposit and track cost of care payments from families;

· Coordinate benefits with social security office for food stamps and client cost of care issues;

· Reconcile receipts from residential supervisors for cost of care expenses;

· Track and document employment services for LTSS billing;

· Other duties as assigned.

Job Requirements

Associates Degree

Valid Drivers’ License and clear driving record.

Flexible working hours to include some evenings, weekends and on call coverage.

Maintenance of State Mandated Trainings.

Supervision of Personnel.

3-5 years of supervisory experience.

Job Type: Full-time

Pay: From $16.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Day shift
• Monday to Friday
• On call
• Weekend availability

Ability to commute/relocate:

• Frederick, MD 21701: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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