Office Coordinator (Sandpoint)

SUMMARY: The Program Office Coordinator (POC) coordinates administrative and facility operations program wide for MSEHS’s Sandpoint Office. The ideal candidate will have the skills to initiate and build systems with independence to ensure deadlines and projects are met and completed with a high degree of professionalism and thoroughness. Summary of responsibilities include: general clerical and office work, answer phone calls, welcome individuals into center, coordination and preparation for program events, completion of health and safety requirements, coordination of vendors, draft and edit documents, coordination of payment requests and documents that require signature and approval, oversee credit card and cash reconciliation, monitor and order inventory, participation in recruitment efforts, and deliver supplies to centers and families.

BENEFITS AND PERKS:

• Focus on employee wellness and work-life balance
• Flexible Scheduling
• Retirement – 200% employer match of employee contributions of 2-5% after employee has been benefit eligible for one year
• Vacation - Up to 2 weeks the first year, 4 weeks annually after
• Sick - Up to 2 weeks the first year, 4 weeks annually after
• Holidays – 14 Paid Holidays
• FMLA Pay – Up to 2 weeks annually if approved
• Medical (2 plans)
• Dental (2 plans)
• Vision
• Flexible Spending Account (FSA) - Health and Dependent Care
• Health Savings Account (HSA)
• Basic Life and AD&D Insurance
• Voluntary Life for you, your spouse and children
• EAP

SCHEDULE, TRAVEL AND LOCATION:

• This is a part time, 20 hour per week position
• Office hours are 8:30 am – 5 pm, some flexible hours
• Potential to work a four day work week
• Most hours are in person and on site at one of MSEHS’s locations
• Some work will be completed off site at community events, community partner locations and other off site locations
• Some travel between Kootenai, Bonner and Shoshone county using personal vehicle is required
• Travel time and mileage reimbursement is provided
• MSEHS supports work life balance. Work location, days of week and flexibility around scheduling varies daily based on employee wellness and programmatic need

ESSENTIAL DUTIES:

• Understand and ensure compliance with federal, state, and local regulations
• Maintain focus and a program-wide commitment to a family centered, strengths and relationship based approach.
• Ensure that MSEHS' practices honor the values of enrolled families and incorporate equity, trust, inclusiveness, and belonging
• Actively participate in committees, center, and community events, and promote the program
• Maintain confidentiality, protect all personally identifiable information and avoid conflicts of interest
• Maintain appropriate boundaries and adhere to MSEHS' and Jannus' Standards of Conduct
• Time management, regular and predictable attendance, attention to detail, follow through, and the willingness to take initiative and support others and program activities are essential responsibilities
• Ability to manage workload and responsibilities independently and remotely using effective ergonomics

JOB RESPONSIBILITIES:

• Answer phones, use copier, send and receive faxes, use of email in correspondence and other general office work and administrative duties
• Draft and edit documents, correspondence, and forms with a high degree of professionalism and formatting

• Coordinate credit card and cash reconciliation process
• Use Microsoft Office, Zoom, Foxit, Excel, Word and Canva proficiently to complete assigned tasks
• Coordinate gas stipend ordering and distribution process
• Process payment requests
• Coordinate with Office Manager and Program Director to ensure required documents obtain signature and approval
• Develop and maintain and system to monitor and order office supplies and promotional inventory
• Work closely with Leadership and Playgroup Coordinators to support with playgroups, Policy Council meetings and other program events and activities by coordinating shopping, preparing and distributing informational packets, food preparation, contacting participants to confirm attendance, ordering and delivering supplies and food, assisting with setting and cleaning up and various other tasks
• Work closely with Health and Safety Specialist to ensure program meets health and safety requirements
• Complete health and safety checks, sanitization, and MSDS sheets
• Coordinate fire drills at all centers
• Input data entries into program databases with a high degree of accuracy
• Maintain clean, organized and inviting centers by stocking office and toiletry supplies, washing dishes, wiping counters, preparing food and drinks, taking items to be donated or thrown away, and other light cleaning and organizing tasks
• Develop a personal scheduling system to ensure presence at program activities such as playgroups and Policy Council
• Ensure facilities are well-maintained and meet compliance and funding regulations by planning for, scheduling, and following up on ongoing and preventative maintenance and sanitization needs
• Coordinate building maintenance and be point of contact for vendors
• Maintain staff and program informational lists
• Participate in recruitment efforts including: recruitment committees, attending and networking at events and community meetings as needed and appropriate, distributing promotional materials and newsletter

• Support equipment inventories, reconciliation, and destruction processes
• Follow USDA guidelines in shopping, preparing and storing food, creating menus, record keeping, and cleaning.

PROFESSIONAL DEVELOPMENT

• Participate in check in meetings, professional development coaching, performance appraisals, and establishing goals
• Be accountable, transparent and focused on continuous improvement, staying current on trends and new technology
• Use coaching and performance feedback to reflect on areas for development and be willing to learn and grow
• Give guidance to volunteers, parents, and interns as requested
• Attend local, regional and national conferences, workshops, and meetings (infrequent travel may be required)

PRECONDITIONS AND UNDERSTANDING

• Staff must be willing to work a flexible schedule, including very infrequent evening and weekend hours
• Maintain current driver’s license, proof of State required liability insurance, and a well-maintained vehicle
• Complete a physical exam and TB screening upon hire. Staff who test positive for TB are expected to follow medical guidelines. Complete periodic re-exams as prescribed by your health care provider and regulations
• Pass a pre-employment federal criminal background check and every 5 years thereafter, if employed

EXPERIENCE AND EDUCATION REQUIREMENTS:

• Certification as an administrative professional in MS Office or an AA degree in business, human resources, or a related field or a minimum of 1 year demonstrated experience in an administrative role in a professional office environment with proven knowledge of efficient/effective office procedures and facility oversight
• Has a high level of initiative and ability to own and complete projects without need to be micromanaged
• Strong clerical skills with demonstrated ability to create original documents, forms and correspondence
• Demonstrated computer skills with Microsoft office products (i.e. Outlook, Word, Foxit and Excel)
• Demonstrated willingness and ability to learn new software

An unwavering commitment to a culture of belonging and to fostering diversity, equity and inclusiveness is at the heart of Jannus. We embrace and celebrate the diversity of our staff, partners, volunteers and the communities we serve as reflected in our dedication to furthering these values through our policies, programs and all that we do

Exceptional interpersonal and communication skills, both verbal and written, to clearly convey information and ideas, to proofread for quality, accuracy and attention to detail, to gather input, and to listen actively

Demonstrates good judgment and decision making with the ability to proactively identify issues needing escalation, exercising a high degree of independence, discretion and confidentiality

CERTIFICATES, LICENSES, REGISTRATIONS: None required at employment. Willingness to obtain and maintain Food Handler’s Card, CPR and First Aid Certification. Prefer certification in administrative support or MS Office

WORKING CONDITIONS: Works in general office environment, outside, at community events, other locations such as stores or community partner offices; may occasionally be asked to work remotely

PHYSICAL REQUIREMENTS: Sitting, standing, walking, repeated hand and wrist motions (for computer use) are required, Infrequently, may be required to lift up to 40 pounds in the classroom, while shopping, at promotional events or while performing other tasks

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.

TO APPLY:

Complete the required Jannus, Inc. Employment Application available at www.jannus.org. Please note that a cover letter and resume are required and applications will be considered incomplete without this documentation. If you need any support completing the application, please reach out to Jannus HR at 208.336.5533. Applications will be accepted through 04/26/2024.

Jannus, Inc. is an Equal Employment Opportunity Employer

Jannus does not just accept difference – we celebrate it, we support it, and we thrive on it for the benefit of our team members, our clients, and our community. Jannus is proud to be an equal opportunity workplace, and our goal is to have a diverse team that represents, at all job levels, the people we serve. We strongly encourage people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.