Job description

Be the capable force behind a productive nonprofit office and the first line of comforting support for people who are in need!

Working hand-in-hand with the executive director, the full-time office coordinator takes charge of organizing OCS’ day-to-day logistical efforts, connects visitors and callers with help, ensures OCS staff have the right tools to address needs, and makes sure goals are accomplished. They must have a passion for helping vulnerable populations and be extremely detail-oriented.

The office coordinator’s primary role is to ensure that the busy office — with staff, volunteers and part-time employees — runs smoothly. This involves serving clients, providing administrative support to staff, working with the Board of Directors, trouble-shooting, and supervising work-study and/or other office help. The office coordinator will also be responsible for creative adaptations as OCS transitions operations to a new facility beginning in Fall 2023.

The office coordinator is a central part of the wider OCS team, which values empathy, creativity, and a can-do attitude in serving our community. This role, as a direct report to the executive director, demands a high level of interpersonal skills, self-direction and the ability to problem solve, often proactively, while maintaining calm, composure, and compassion. OCS is a very busy office with a small, dedicated staff where everyone pitches in where necessary. We work hard and have fun!

The Office Coordinator:

• Ensures all visitors (in person and otherwise) are taken care of appropriately, creating a welcoming, friendly, respectful, responsive, and open-hearted culture of service.
• Has responsibility for all office operations: reception, phone, data entry, client assistance, record-keeping, referrals, and database upkeep.
• Keeps OCS’ donor database current.
• Processes incoming and outgoing checks, prepares bank deposits.
• Monitors inventory and orders supplies.
• Assists staff with administrative duties as requested including filing, mailing, printing, etc.
• Uses creativity to address needs and issues.
• Supports the food programs coordinator in accurate recordkeeping, food ordering, and inventory.
• Supports the volunteer coordinator with volunteer scheduling and Meals-on-Wheels tracking.
• Assists with rental processing and recordkeeping.
• Refers clients to the appropriate staff person or to another agency able to meet their needs.
• Supports the client services coordinator with data entry, flow of clients, and statistics.
• Supervises major mailings.
• Serves as the primary point of contact for specific programs with partner agencies, facilitates running these programs on site (tax prep, legal aid).
• Ensures the lobby, reception area, and office are tidy, clean, welcoming, and efficient.
• Maintains office equipment, including computers, copy machine, printer, fax, and telephones.
• Attends weekly staff and operations meetings, taking a leadership role as appropriate.
• Other duties as assigned.

Required:

• Passion for service.
• Ability to work alone and as part of a team.
• Familiarity with Excel and Word.
• Ability to edit, work with numbers, write, and speak effectively.
• Attention to detail.
• Demonstrated management and customer service skills.
• Analytical skills.
• Creativity.
• Willingness to learn and grow.

Preferred:

• College degree or equivalent.
• Spanish proficiency.
• 2 years of experience (or equivalent) in a nonprofit organization.

Oberlin Community Services is a community organization that empowers local residents through emergency assistance, food programs, and other services while promoting systemic change. The office coordinator is an essential figure in executing this mission and responsible for providing support for all OCS programs.

This position is full-time on-site, 9 a.m. to 5 p.m. Monday through Friday with occasional additional hours. Benefits include paid holidays, vacation and personal time, generous medical benefits, and retirement.

Please apply with resume and cover letter.

A note to potential candidates:
Studies have shown that women, trans, non-binary folks, and BIPOC are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that’s OK. We would strongly encourage you to apply, even if you don’t believe you meet all the qualifications described.

Statement of Inclusion and Accessibility

Oberlin Community Services firmly commits to a policy of equal opportunity and inclusion in all of its activities and operations. Oberlin Community Services does not discriminate on any basis including, but not limited to, race, sex, gender identity or expression, color, class, national origin, dis/ability, ethnicity, ancestry, citizenship status, sexual orientation, marital status, health status, age, military status, religion, or belief.

Oberlin Community Services welcomes a broad spectrum of employees, volunteers, and constituents and is committed to cultivating a diverse, inclusive, and equitable environment. Everyone is invited to use Oberlin Community Services as a resource—including people who are LGBTQ, immigrants, youth, homeless, and/or formerly incarcerated.

Oberlin Community Services is committed to working in collaboration with people, agencies, and organizations in Oberlin and southern Lorain County to build a socially just society free from all forms of oppression.

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime
• Weekend availability

Ability to commute/relocate:

• Oberlin, OH 44074: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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