Easterseals Southern California

  • Administrative Services Coordinator, Temp to Hire

    Job Locations US-CA-Santa Ana
    Job ID
    2018-1590
  • Overview

    Under general supervision, provides administrative support to a variety of departments and offices throughout the agency and coordinates office sites' infrastructure. Assures compliance with city, county, and state agencies as well as ESSC internal policies and procedures. Oversees property management for Santa Ana building.

    Responsibilities

    • Reviews, audits and provides final authorization of vendor payments based upon contract or other supporting documentation. Receives and prepares daily income for processing by accounts receivable, verifying amounts and creating internal cash control tape. Signs manual payroll checks. Prepares invoices for various services such as payment of land line phone bills; courier and copier services; lease payments for vehicles; and maintenance charges for leased and owned vehicles. Assists with annual audit of agency-wide processes, policies, and procedures
    • Provides stationery and business cards; land line phone service; bottled water service; copier installation; burglar alarm installation and monitoring; city licensing; utilities; and courier service for all offices agency wide. Troubleshoots outages and service issues. Manages relationship with office supply vendor. Coordinates all office relocations, closures and new openings with above services. Communicates location changes.
    • Maintains over 100 Autism ABA and Therapy Sub-contractors' insurance tracking; verifies General and Professional Liability Certificates of Insurance (COI) and Workers Compensation COI; enters information into tracking document; requests current COI's prior to expiration dates.
    • Provides property management oversight for the Santa Ana Headquarters (HQ) building. Oversees vendors including janitorial, gardener, HVAC, pest control, and trash collection. Obtains competitive bids for services. Receives and responds to all questions and concerns regarding issues within the building. Takes appropriate action as needed
    • Provides updates and communications regarding outages or any other physical site related issues. Updates the Principal Office Directory with name and extension number changes. Manages busy 10 line phone system providing assistance to new Kaiser referrals and prospective donors. Provides information to the general public and directs callers to the appropriate department or alternative office. Maintains Santa Ana HQ conference room schedules; adds/deletes voice mail boxes; and trains new Santa Ana (HQ) staff on operation and set up of voice mail. Receives and distributes twice daily courier bags for 45 ESSC locations.

    Qualifications

    • Typically requires HS diploma or national equivalent and 3-5 years office and/or facilities coordination experience, or equivalent combination of training, education and experience to perform the job successfully
    • Demonstrated proficiency with Microsoft Office Applications (Outlook, Word, Excel, etc.) and related computer software.
    • Strong math skills for cost analysis and invoice preparation; requires attention to detail
    • Ability to work independently, take initiative, anticipate next steps
    • Demonstrated ability to consistently exercise good judgement and decision-making skills.
    • Ability to maintain customer service orientation and professionalism in all interactions.
    • Ability to communicate effectively, through oral and written skills, and work cooperatively with a variety of individuals and groups.
    • Ability to exercise discretion and maintain a high level of confidentiality to handle sensitive and confidential situations and documentation.
    • Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation, per Easterseals of Southern California and/or program requirements.

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