Client Services Coordinator Job Description

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 sites including Excel, administering third-party funds, providing administrative support to the Assistant Director and Executive Director.

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. Assists in updating or developing new programs.

Administrative Support:

Provide support to the executive director and assistant director, including drafting thank-you notes, scheduling meetings, and generating timely reports and meeting minutes.

Technology & Tools:

Proficient with Microsoft Suites including Excel and other tools to maintain office and financial records. Is proficient with Chat GPT, Canva and other tools to enhance office systems. 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 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. Assists in agency fundraising events and campaigns. Attend community meetings and training sessions as necessary to stay updated on programs and resources available in the community. Attends professional development opportunities. Assists in agency marketing efforts

Social Media & Communications:

Maintains and updates 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. Is proficient in Canva and generates publications as needed by the agency.

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.

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. Attends Client Service and Board meetings and other meetings as requested. Maintain confidentiality and uphold the highest standards of ethical conduct ______________________________________________________________________

Qualifications:

Strong organizational and administrative skills. Excellent communication and interpersonal skills. Demonstrated ability to manage multiple tasks and projects simultaneously. 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.

Job Type:

Full-time Pay:

$40,000.00 - $43,000.00 per year

Benefits:

Paid time off

Work Location:

In person