Office Administrator

Summary of Position

The Office Administrator ensures that the office operates smoothly and efficiently, by organizing and coordinating administration and procedures to ensure organizational effectiveness, efficiency, and safety and to create an organized, pleasant environment for staff and guests. At the Coalition, the successful Office Administrator is an energetic professional who:

• Doesn't mind wearing multiple hats.
• Is experienced in handling a wide range of administrative duties and work independently.
• Is a self-starter, a problem solver, and passionate about helping others.
• Is well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

This position is based out of the Coalition’s offices at 1750 S. Brentwood Boulevard, Brentwood, MO 64144 and works in the office 100%.

Essential Functions & Responsibilities

Serves as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.

• Ensures office operations and procedures are organized and standardized, written, and verbal correspondences are controlled, and filing systems are designed, maintained, and current.
• Partners with HR to create and/or maintain office policies and orientate new hires.
• Provides documentation and staff training regarding agency operations.
• Coordinates with IT office equipment needs, fulfillment, and maintenance.
• Manages relationships with vendors, service providers, landlords, and facilities management.
• Assists with various financial and budgeting tasks.
• Establishes and implements procedures for document protection, retention, retrieval, and destruction.
• Oversees office layout and room reservations.
• Creates and maintains a clean, safe, and clutter-free office.
• Assigns and monitors administrative tasks among the staff.
• Ensures the security, integrity, and confidentiality of documents.
• Monitors and maintains office supplies inventory.
• Helps the agency achieve Council on Accreditation standards.
• Respects and demonstrates understanding for differences including the ability to interact effectively with individuals regardless of race, religion, gender, gender identity and expression, national origin, sexual orientation, age, disability, and socioeconomic status.
• Is receptive and responsive to training, coaching, supervision, and feedback; works well in team setting.
• Responds to communication from staff, clients, and professionals in a timely manner.
• Participates in team and agency meetings and/or individual professional consultations. The majority of these meetings should be attended in person (virtually during pandemic restrictions).

• Follows procedures for meeting and consulting with supervisory staff
• Completes daily activity log.
• Adheres to the Coalition’s Shared Values, Employee Code of Conduct, and Employee Code of Ethics.
• Navigates and uses various software packages to obtain, collect, and track program data in a timely manner as required by the funder and/or the Foster & Adoptive Care Coalition. This includes but is not limited to Salesforce.

• Department Specific / Non-Essential Functions

• Other duties as assigned with or without accommodation.
• Provides assistance for client support, as needed, such as organizing material goods distribution to families, organizing childcare and meals for training/support groups, etc.
  • Supports the Coalition’s mission – attends special events, training events, and other “all hands-on deck” activities.
  
  Qualifications & Requirements Education
  • Bachelor’s degree preferred
  
  Experience, Skills & Qualifications
  • 5 years’ work experience in an administrative/office management role,
  • Proficient in Microsoft Office, including Outlook, Word, and Excel.

• Strong organizational and time management skills, and ability to prioritize.

  • Must be a self-starter, driven, and highly organized.
  • Excellent communication and interpersonal skills.
  • Strong problem-solving skills and analytical abilities.
  • Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts, among other tasks.
  • Organization and the ability to multitask.
  • Flexibility to support the agency through rapid growth
  • Strong interpersonal skills to interact positively with all employees.
  • Leadership ability to manage challenges.
  • Attention to detail to ensure tasks are completed thoroughly and correctly.

• Additional Skills/Competencies necessary to carry out services to the service population’s culture and socio-economic characteristics

  • Requires an understanding of diversity (racial, ethnic, religious, socio-economic, etc.) as well as sensitivity to the situations of the children and families the organization serves.
  • Stresses a respect for the confidentiality of the children and families the organization serves.
  • Requires a clean criminal history.
  • Behaves with integrity, demonstrates high ethical standards, and displays a positive image of the Foster and Adoptive Care Coalition.
  • Demonstrates accountability for results and keeps commitments to others.

Organizational Relationships/Scope

• This position reports to the Chief Operating Officer. Collaborative consultation will be sought from all teams.

Working Conditions

Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law. Applicants should be aware that for external-facing roles, particularly those involving close contact with vulnerable individuals, accommodations that involve remaining unvaccinated against COVID-19 may not be deemed reasonable. The Company will engage in the interactive process on an individualized basis considering each role.

• COVID-19 safety precautions outlined by the agency must be followed.
• This position entails work in the community and office.
• While performing the duties of this job, the employee is required to communicate effectively.
• The physical requirements of this job include sitting, standing, walking, climbing stairs, lifting up to 25 lbs., pulling and/or pushing on occasion.
• Use of automobiles for local travel to multiple sites may be required.

• The Coalition office is considered home-base with primary office hours Monday-Friday 8 AM – 5:00 PM CST.
• This position requires flexibility. Evening and weekend hours may be required to meet the expectations of this position.
• Agency Shared Values

Employees of the Foster & Adoptive Care Coalition agree to hold themselves and colleagues to the following values:

• Equity: We insist on fairness and respect. We are deliberate in ensuring everyone has safety, opportunity, access, and support to be heard.
• Family: We are family. We are connected and support one another in meeting the needs of our own families and the families we serve. We assume the best and are committed to each other.
• Diversity: We celebrate differences and harness the power that diversity brings. Every viewpoint is heard and honored. We are stronger because of our differences.
• Innovation & Excellence: We are intentional about knowing better and doing better, using innovation and solution-focus approaches with courageous passion and excellence.
• Inclusion: We respect, leverage, and engage everyone’s unique strengths and talents so each individual can contribute to their full potential.
• Integrity: We are an agency built on integrity, maintaining a culture of trust, respect, transparency, and honesty. We walk in our truth and uphold ethical standards.
• Courage: We stand up for each other and what is right for our clients and stakeholders with truth, vulnerability, and accountability.
• Teamwork & Collaboration: We develop and maintain authentic relationships by being flexible and open-minded and maximizing the strengths of everyone in the team to accomplish the best outcome for our children and families. Everyone contributes in leadership.