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Office Coordinator

Posted: 04/26/2022

Job Title:  Office Coordinator (Full Time, Non-Exempt) for Clifton Park Office

Reports to:     Associate Executive Director

 Pay Rate:       $16.92/hour
Job Summary: 
Functions as the primary contact at the Clifton Park office; both in person and on the phone. Provides office management/coordination, purchasing, clerical support to Clifton Park programs and staff, clerical support to executive staff, and oversight of the Community Work Service Program, oversight of office volunteers and interns, and program support to the Food Pantry, Seasonal Programs, Scholarships, and other programs, as needed.
Duties and Responsibilities: 
Answers phones, maintains voice mail and greets visitors.
Responsible for checking general voice mail box and email inbox.  Respond and forward messages as needed.
Manages office voicemail system, and retrieves and distributes all messages and faxes.
Maintains phones, faxes, copier, postage meter and other office equipment, and liaison with technicians.
Sends out, retrieves and distributes mail.
Ensures office opening and closing procedures are followed.
Maintains key inventory.
Maintains databases and reports for donated items and funds.
Maintains Food Pantry databases.
Places Food Pantry orders, and manages flow of deliveries and donations to the Food Pantry, including being  part of a team of staff that lifts, carries and sorts food and donation items
Facilitates client use of Food Pantry and Seasonal programs.
Maintains company vehicles and log usage reports.
Orders office and program supplies for multiple offices and programs.
Performs general office duties such as typing and filing for Executive Staff.
Records, types and distributes minutes of staff meetings.
Responsible for scheduling and recording facility use by others.
Maintains orderly and clean office environment.
Accepts applications and payments for Community Work Service Program. Ensures that program participants are involved in meaningful work and fulfill their hours.
Completes and documents a minimum of 10 hours of job-related training per year. 
Telecommuting and Remote Policy:
Generally, work from home is not a viable option as this position requires significant in-person presence to manage the office including responding to community visitors, donors, clients and staff needs at the office as well as answering phones for the office.  Working from home will be considered in unusual circumstances and only when the Executive Director approves such a request.
Skills Required to Perform the Job:
Ability to work with a diverse group of people in a professional manner and function as part of a team.
Pleasant and respectful demeanor.
Ability to organize and prioritize work.
Ability to handle multiple phone lines.
Ability to lift and carry a minimum of 30 pounds and a maximum of 50 pounds.
Working knowledge of Microsoft Office suite and internet based applications.
Ability to learn to utilize various computer databases. 
High School Diploma or equivalency.
1 year minimum secretarial experience.
Notary Public Certification preferred.
Valid, clean NYS driver’s license. 
Employer Disclaimer:
Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their direct supervisor. 
This job description does not create an employment contract, implied or other than an “at will” employment relationship. 

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