Job Purpose & Position Overview

The Administrative Coordinator oversees the general administrative functions of the program to ensure an efficient operation and provides support to the Program Director/Clinical Supervisor in the daily management of the program. This shall include administration of program funds.

Specific Job Duties/Responsibilities:

• Establish and maintain financial management system, including computer based cuff accounts, to control and track amounts of expenditures of the various budgets.
• Responsible for monitoring monthly expense reports generated from finance department. Ensuring reported expenses coincide with programs cuff account and providing timely submission of necessary corrections/modifications if necessary through appropriate procedures.
• Supervises all purchases of supplies, equipment and monthly maintenance expenses of the program and is responsible for the determination of sponsorship for alcohol/drug abuse prevention activities.
• Develops and generates reports regarding program activities, expenses, budgets management and client stats.
• Establishes, maintains and is responsible for a computer based equipment inventory for all equipment owned or assigned to the Program.
• Responsible for staff personnel records management as required by Federal standards, (Chapter 3.18.5).
• Coordinate with federal, state and local agencies to improve and expand program services.
• Will be responsible for the timely submission of monthly, quarterly and annual reports for federal, state, and local agencies as required by funding sources.
• Be aware of and comply with the federal confidentiality laws and regulations concerning patient records, specified in confidentiality standards, 42CFR, Part 2 and HIPPA Regulations and Privacy Act.
• Must be knowledgeable of, or be able to gain knowledge of the Federal 638 contracting process and the various laws affection such process.
• Maintains confidential client and program filing systems using various filing methods.
• Writes service contracts and temporary employment contracts for contracting services done by outside agencies and individuals.
• May transport clients to/from treatment centers when necessary.

Qualifications/Skills:

• An Associate Degree or at least eight (8) years demonstrated abilities and experience in administration.
• Supervisory experience necessary.
• Possess exceptional concepts of sound fiscal management practices and be able to demonstrate such concepts.
• Must be knowledgeable of federal, state, and private contracting process.
• Must possess good verbal and written skills and be able to communicate ideas and concepts adequately.
• Must be able to travel, sometimes on short notice to accomplish program business.
• Knowledgeable of computer word-processing, spreadsheets and database file systems.
• Must abstain from alcohol and drugs while employed in this position.
• Must maintain a valid state license and be insurable.
• Must be able to maintain the strictest confidentiality regarding clients and program records.
• Ability to organize and complete work as necessary in order to meet deadlines and project goals.
• Be willing to work a flexible work schedule when necessary.
• Must be a team-player and have a positive attitude.
• Must be reliable and punctual.
• Possess a valid State Drivers License and be insurable.
• Be willing to work weekends and evenings when requested by supervisor.
• Must maintain confidentiality at all times pertaining to 41CFR, Part 2.

• Public Health Core Competencies for this Position

  
  

  Community Dimensions of Practice

• Identify, establish and maintain community relationships and collaborate to improve community health.
• Engage community members and utilize community input to inform and improve public health actions.

• Analysis and Assessment

• Apply ethical data principles.

• Communication and Cultural Competency

• Describe, recognize and support the diversity of populations and perspectives in a community and ways diversity can influence and support public health programs and policies.
• Advocate for and demonstrate the value of a diverse public health workforce.
• Describe, recognize and support the diversity of population and perspectives in a community and ways diversity can influence and support public health programs and policies.

• Training Requirements:

• N/A

• Physical Requirements:

• Normal to light office work which includes the ability to lift up to 10 lbs.
• Regularly required to walk, stand, and sit for extended periods of time and use hands to operate computer keyboard, phone, and various office equipment.

• Cognitive Requirements:

• Reading, writing, calculating
• Above average social interaction skills
• Reasoning/Analysis
• Ability to work effectively both independently and as a team
• Works with minimal to no supervision

• Language Requirements:

• Must possess the ability to read, write, and speak the English language fluently.
• Must be able to continually and effectively employ professional verbal and written communications skills.

• Certificates, Licenses & Registrations:

• All applicants will comply with 45 CFR 1301, Subpart D, Section 1301.31, C and D, which require all prospective employees to sign a declaration prior to employment regarding all arrests and convictions of child abuse or violent felonies and to comply with PL 101-630 and PL 101-637 regarding criminal records check.

• WCHS is an equal opportunity employer. Employment practices are free of discrimination. As provided by Federal Law, all qualified Native American applicants shall receive preference over Non-Native American applicants. In the absence of qualified Native American applicants, consideration will be given to all other applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, genetic information, disability or any other reason prohibited by law in provision of employment opportunities and benefits.

  
  Please note the position description duties, responsibilities, and activities may change at any time with or without notice.