Prism [community food shelf]

February 20, 2017

Title: Office Coordinator
Reports to: Executive Director
FTE: 1.0 FTE
Classification: Hourly, Non-Exempt

PRISM is a dynamic non-profit organization located in Golden Valley. As the local food shelf for five cities, PRISM responds to an array of basic needs for community members in need. Our programs address food insecurity, housing, clothing and seasonal programs including Back to School, Holiday Toy Shoppe and a Birthday Room. In collaboration with local faith partners, nonprofits, businesses, schools and civic partners, PRISM is dedicated to delivering high quality social services in a manner that is dignified and empowering.

The Office Coordinator is responsible for creating a welcoming, informative and efficient first point of contact for individuals and families accessing supportive services from PRISM. This position is responsible for answering the phones, checking in participants, opening mail, maintaining the public/shared spaced in the building, ordering office supplies, and providing general administrative support for a small non-profit office. The ideal candidate will be bilingual or multi-lingual, have experience in the nonprofit sector, and demonstrate exceptional initiative in a busy, team environment.

Job Duties:

Reception – ensure consistent, professional greeting for all visitors in person & via phone. Respond personally to visitors, concerns, or conflicts to ensure a welcoming, kind, and professional environment in all common spaces including restrooms and outside entry. --

Copy Room – ensure space is very well organized, fully stocked and all equipment is in working order. --

Keys – maintain organization, documented and reliable system for tracking and accessing keys; distribute and collect to new & exiting staff --

Organize and coordinate front office and agency procedures to ensure efficiency and effectiveness. --

Space/facility – Coordinate the scheduling of meeting rooms for internal & external users; ensure space is clean, organized and prepared for use including phones, projector, coffee water, flip chart, table/chair arrangement, food & food supplies, waste receptacles; communicate with cleaning company as needed; ensure restrooms are clean and stocked. --
Mail –sort & distribute incoming & outgoing mail, manage postage meter, bulk mailings, distributions to staff mailboxes, redirect wrong addresses; code incoming invoices for financial accuracy and accountability. --

Volunteers – supervise volunteers to support administration of these tasks including training, regular communication, performance assessment, gathering feedback, & creating back up systems.

Personnel – Set up new employee admin needs including email, phone, mail box, copier access, keys, document access, etc. –

Vendor contracts – knowledgeable of agency administrative contracts, contact people, etc. Serve as main point of contact for office equipment and facility needs. –-

Supplies – review, authorize and manage supply orders adhering to budget and agency policy. Anticipate needed supply; verify supply receipt. ----

Other Duties as assigned

The ideal candidate will possess:
• 2+ years of experience in an administrative position
• Ability to speak Spanish, Hmong, Russian, or Somali strongly preferred
• Strong emotional intelligence and professional demeanor
• Experience working in a nonprofit setting
• Experience serving people in poverty, people with disabilities, or similar population
• Knowledge of office technology and systems
• Ability to be flexible
• Committed to the mission, vision and values of PRISM.

Requirements:
• Professional demeanor and ability to handle a busy office
• Clean driving record and insurance
• Ability to work Monday-Friday and the occasional evening
• Basic computer and internet skills
• Phone/reception skills and comfort
• Supervision experience
• Strong organizational, project management and interpersonal communication skills.

Submit resume and cover letter to Michelle Ness, mness@prismmpls.org