| Name of Organization: | Family Justice Center of Erie County |
| Job Title: | Intake Coordinator |
| Part-time or Full-time: | Full-time |
| Job Location: | Buffalo, NY |
| Start Date: | Sunday, Mar. 1, 2020 |
| Job Description: | SUMMARY: As an employee providing services to FJC clients (victims of domestic violence and abuse) and their children, the Intake Coordinator plays a vital role in ensuring the smooth operations of client services, which include: front desk responsibilities, volunteer coordination assistance, on-boarding new staff, and organizational support. ESSENTIAL FUNCTIONS Ensure smooth operations of client services. • Provides Front Desk coverage, as scheduled in rotation with other staff. o Greets clients and completes conflict checks. o Coordinates service provision among partner agencies and FJC DV Advocates. o Maintains all service provision logs. • Works with Operations Manager to develop Front Desk Operations Standards and Training Procedures. • Trains volunteers, interns, and staff on Front Desk Operations. • Covers Downtown and Satellite locations, as needed, based on staffing and volunteer/ intern gaps. • Assists the Operations Manager in the creation and maintenance of the Policy & Procedures Manual. • Acts as primary contact for Cooking for Clients inventory. Provides assistance to the Operations Manager in the coordination of volunteers and interns. • Assists with annual paperwork with local colleges and universities to remain eligible for internship opportunities. • Coordinates volunteer and intern application process. • Orders background checks for all volunteers and interns. Ensures these are updated every 18 months to maintain OCFS compliance. • Assists with scheduling Behind Closed Doors tours for potential volunteers and interns. Tracks attendance at tours. • Prepares Orientation packets, training materials, and training schedule for new volunteers and interns. • Assists the Operations Manager in updating the Volunteer & Intern Manual annually. Provides assistance to Operations Manager in the on-boarding of new staff. • Ensures initial Background Checks have been completed by the HR company, and that they are updated every 18 months to maintain OCFS compliance. • Assists with scheduling Behind Closed Doors tours for potential employees. Tracks attendance at tours. • Prepares Orientation packets, training materials, and training schedule for new staff. • Assists the Operations Manager in updating the Employee Handbook. • Coordinates with IT to create new email and computer log-in. • Orders lap top, cell phone, and other electronics as directed. • Distributes office keys and swipe cards to new employees. Assists with Staff, Volunteer, and Intern appreciation. • Collaborates with the Operations Manager and Marketing, Fundraising & Event Specialist to host the annual Volunteer & Intern appreciation event(s). • Coordinates staff/volunteer/intern birthday lists and cards. Assists with Training and Professional Development. • Assists with maintaining a Partner Schedule and updating the FJC Calendar. • Assists with scheduling on-going trainings, staff meetings, volunteer meetings, and other professional development opportunities for staff, volunteers, and interns. Provides on-site technical assistance and maintenance. • Coordinates office phone system: both hardware and software. Manages SafeLine on/off functions and messaging , in accordance with agency closings/holidays/meetings, snow- days • Work as liaison for technology and tech. vendors: Stripe, Whiteboard, Star to Star, Copier/Fax Provides with Organizational Support. • Coordinates annual file rotation for Client and FMU files. • Prepares monthly Board documents with/for CEO, including client surveys and data. • Maintains security devices and systems at all locations; updates Security Manual as needed, per Operations Manager, CEO, and BOD directives. • Assists with administrative maintenance, as needed, directed by Operations Manager. Can include assistance with shredding of old documents, rotating files, and the like. OTHER JOB DUTIES • Assist with administrative and clerical duties as needed • Report to and perform all other duties as assigned by CEO and Operations Manager • Engage in a collaborative working relationship with a variety of stakeholders (e.g. Partner Agencies, Donors, etc.) • Additional duties as assigned |
| Required Qualifications: | REQUIREMENTS/QUALIFICATIONS • Bachelor’s degree in business, accounting, human services, or related field • 1-3 years paid professional experience • Understanding or experience working with domestic violence is a plus • Exceptional written, interpersonal, and communication skills • Able to multi-task, respond to rapidly changing situations; organize, prioritize, and perform work with minimal supervision • Able to work in a team and independently • Highly organized and very effective time management skills • Strong public speaking skills • Experience with Donor Perfect, Microsoft Office, social media platforms preferred. • Bi-lingual capabilities is a plus TRAVEL • Travel in WNY, including travel to all FJC locations: Amherst, Orchard Park, Grand Island, Downtown Buffalo, East & West Sides of Buffalo, and Courts |
| Rate of Pay: | Based on experience |
| How to Apply: | Please email a cover letter and resume to Mary Murphy (mmurphy@fjcsafe.org) and/ or Jessica Fitzpatrick (jfitzpatrick@fjcsafe.org) |
| Contact: | Jessica Fitzpatrick |
| Website: | https://www.fjcsafe.org |
