Square One
Job Posting

 

                        Job Posting #:                    0131

 

Date of Posting:                 Wednesday July 27, 2011

 

Posting Expires:                 Tuesday August 9, 2011

 

Job Location:                     Administration

 

Job Title:                            Administrative Operations Coordinator

 

Normal Work Week:         40 hrs per week; Monday-Friday

    

Base Salary:                        TBD

 

 

 ­­          Bargaining Unit Positions            XXX  Non-bargaining Unit Position

  

Please see attached job description.

 

Internal Applicants:  If you are applying for a position internally, you must make sure you inform your immediate Supervisor or Director of your intent.   Failure to comply with this process may result in the loss of internal candidate status.   Please contact Mary-Jane Carter by phone at (413) 732-5183; or E-mail: mjcarter@startatsquare.org All internal applicants must apply by contacting the Human Resource Dept. within (10) ten working days of the date of the actual posting.   

 

External Applicants:  Please apply in person or by mailing in your resume and cover letter to Square One’s temporary site at MCDI 140 Wilbraham Avenue, Springfield, MA  01109.  You may e-mail your resume or cover letter to mjcarter@startatsquareone.org

Square One is an Affirmative Action/Equal Opportunity Employer/Drug Free Employer. 

 

 

Square One

Job Description                                             

 

                                                                                                 

 

Title:  Administrative Operations Coordinator   

 

Qualifications:

 

An associates degree in business administration, finance or related field, plus 5 years of purchasing experience in an office setting; a bachelors degree in business administration, finance or related field, plus 3 years experience may be substituted.  Familiarity with basic office machines and other equipment. Must have the ability to focus on attention to detail, consistency in acquiring and maintaining information and exceptional follow through.  Excellent interpersonal skills are necessary, as well as proficiency in data entry.  Requires well developed analytical, communications, presentation and negotiation skills.   Must also possess a good working knowledge of business law concepts and legal aspects of contract administration and purchasing best practices. Must be an effective communicator in both written and oral form with excellent computer proficiency and data entry skills in MS office Suite, with a vast knowledge and experience using excel spreadsheets.   

 

 

Description of Duties:

 

The principal activities include both procurement and FCC administrative duties and responsibilities including; 

1.      Serve as the primary point of contact for the acquisition of supplies, equipment, and products. 

2.      Coordinate planning to ensure that acquisitions comply with all procurement and statutes, rules and guidelines of the agency;

3.      Develop, manage and retain inventory of agency supplies in terms of administrative office supplies, products, goods and resources;

4.      Negotiate terms, prices and delivery of goods;

5.      Develop procurement strategies for ensuring best business solutions for procurement needs;

6.      Interface closely with the agency’s Budget and Finance Department to coordinate and manage budget and expenditures;

7.      Recommend actions for expense control of information related to supplies, goods and products;

8.      Update and maintain FCC Administrative files which will include;

a.       Annual FCC Provider Agreements

b.      Provider Licenses through the Department of Early Education and Care

c.       Annual Insurance Policies

9.      Access and acquire FCC Providers child attendance weekly, from all Square One affiliated FCC Providers. (This process must be consistently applied to all providers and completed weekly, follow up and persistency with FCC providers is required as attendance is key to completing the process).

10.  Enter attendance (data entry) accurately into the Department of Early Education and Care Billing System (eCCIMS) at the end of each month.

11.  Process "Approval for Time Off” requests from FCC Providers;  this form reflects the Provider's time off, name of substitute Provider(s), parent acceptance of substitute provider, and need for transportation.  This form will assist in determining payment to Provider; in addition the Administrative Operations Coordinator will provide copies to the Manager of Transportation in a timely fashion.

12.  Process FCC Provider stipends in a timely fashion, based on attendance documentations accessed through providers.

13.  Other duties as assigned.

 

Physical demands:

Normal business office to include, but not limited to sitting, standing, walking, bending, stooping, kneeling and able to lift up to 50lbs.

 

Mental/Visual Demands:

High attention and concentration to detail; other demands may include prolonged keyboarding and computer use; able to stare at a computer monitor for long periods of time.

 

Working Conditions:

Professional business office setting; may be exposed to dust or other office-related allergens.

 

Accountability:

Executive Vice President of Programs

Vice President of Finances

 

 

Signature:                                                                                          Date:

           

 

 

Rev. 7-26-11