Client Services Coordinator Job Description
Christian Clearing House, a nonprofit agency is seeking a Client Service Coordinator. Must have a passion for helping area residents facing emergency situations, experience in Microsoft Office, QuickBooks and enjoy working with a diverse clientele in a busy office setting. Send cover letter and resume to Stahltammy08@gmail.com on or before January 9, 2025.
REPORTS TO: Assistant Director
CLASSIFICATION: Exempt
DESCRIPTION:
Serve as the Client Services Coordinator of the organization with primary responsibility for supporting the team of volunteers, managing daily office operations, working in Microsoft Office including Excel, administering third-party funds, and providing administrative support to the executive director while adhering to safety guidelines for the protection of staff, volunteers, and clients.
RESPONSIBILITIES:
- Volunteer Management:
- Manage a team of 60+ volunteers, including scheduling, training, and recruitment.
- Work with committees to plan the annual volunteer recognition luncheon and spotlight volunteer contributions through newsletters and social media.
- Office Operations:
- Ensure smooth daily operations by opening the office on time and maintaining a clean, professional environment.
- Answer phones, maintain office systems, equipment, and supplies.
- Update brochures, forms, manuals, and organize client files.
- Administrative Support:
- Provide support to the assistant director, including drafting thank-you notes, scheduling meetings, and generating timely reports.
- Technology & Tools:
- Proficient with Microsoft Suites including Excel and other tools to maintain office and financial records.
- Use Charity Tracker to monitor and document client assistance.
- Donor Management:
- Maintain the donor database, update donor files, and generate reports to support fundraising efforts.
- Client Interaction & Assistance:
- Conduct client interviews, handle surveys, and provide information on community resources.
- Collaborate with other agencies to ensure comprehensive client support and avoid duplication of services.
- Administer third-party funds, including Blanchard Valley FFS funds and other grants, ensuring proper documentation and adherence to guidelines.
- Work with volunteers to make decisions regarding client assistance requests while ensuring budget alignment.
- Budget Oversight:
- Monitor and adhere to the organizational budget. Assist volunteers in understanding budget parameters for client assistance decisions.
- Maintain the client assistance spreadsheet and communicate budget updates to volunteers.
- Community Engagement & Representation:
- Represent CCH at community and fundraising events, always presenting a professional image and knowledge of the organization.
- Attend community meetings and training sessions as necessary to stay updated on programs and resources available in the community.
- Social Media & Communications:
- Maintain and update the website, Facebook, and other social media to ensure accurate information on programs, events, and services.
- Contribute to the quarterly newsletter, “The Light,” by writing articles, spotlighting volunteers, and organizing publication and distribution.
- Inventory & Donations:
- Oversee the client “taxable” closet, ensuring it is well-stocked. Solicit donations through various channels as needed. Purchasing as needed.
- Third-Party Program Management:
- Maintain expertise in CCH policies and external programs like AEP’s Neighbor to Neighbor program, HEAP, and PIPP.
- Financial Management:
- Use QuickBooks to generate checks for office expenses and emergency client assistance.
- Process receipts and paperwork for earned income programs (e.g., Great Scot, Kroger).
- Safety & Compliance:
- Adhere to safety guidelines to protect staff, volunteers, and clients.
- Other Duties:
- Perform additional tasks as assigned to support the organization’s mission and operations.
Qualifications:
- Strong organizational and administrative skills.
- Excellent communication and interpersonal skills.
- Demonstrated ability to manage multiple tasks and projects simultaneously.
- Experience in program management and community outreach.
- Proficiency in Microsoft Office Suite and basic accounting software.
- Ability to work collaboratively with diverse groups of people.
- Commitment to the mission and values of Christian Clearing House.
Personal Attributes:
- Compassionate and sympathetic, with a strong desire to help others.
- Reliable and self-motivated, with a high level of integrity.
- Detail-oriented and organized, with the ability to prioritize effectively.
- Flexible and adaptable, with a positive attitude towards change.
Work Environment:
- Office environment with occasional travel within the community.
- Some evening and weekend work may be required for events and meetings.