Communications Supervisor

GENERAL DESCRIPTION:

Under the general supervision of the Director of Facility Management and Communications, the Communications Supervisor will perform complex administrative tasks, and assist in special projects. Additionally, the Communications Supervisor will coordinate and directly supervise the Receptionists and Mailroom Functions to ensure that prompt, professional, and effective service is provided to all persons that visit and/or call the PACE Centers.

RESPONSIBILITIES:

Policies and Procedure/SOP/Forms:

• Chairs Policies and Procedure/SOP/Forms Committee, and P&P Review Subcommittee meetings.
• In-processes policies and SOPs for Bienvivir and CASA Bienvivir and verifies the content/accuracy of documents requested by subcommittees.
• Prepares meeting agenda, meeting minutes and invitations for Policies and Procedures/Standard Operating Procedure committee meetings.
• Assists in the development of policies and procedures and standard operating procedures to ensure accuracy, consistency and clarity in administrative manual, portal and excel matrix.
• Manages the publication of the master matrix monthly; it involves editing, updating and creating the component matrix. Forwards and reviews information received from other department heads, updates, coordinates all components to produce an integrated master matrix.

Receptionists:

• Responsible for hiring, firing, training, motivating, disciplining, and evaluating the Receptionists.
• Directs, manages, coordinates, trains and monitors the functions of the Receptionists, to include but not limited to, work schedules, visitor logs, lunch tickets, and other front desk activities.
• Provides leadership, guidance, and direction through effective supervision to the Receptionists.
• Investigates complaints and/or grievances concerning the Receptionists.
• Develops, implements, and interprets policies and procedures, and Standard Operating Procedures for the Reception Department.

Mailroom

• Oversees the responsibilities and function of the Mailroom Clerk ie. Tracking of mail received by the organization and those sent out; ensures that Mailroom clerk sorting out letters and packages by location, and ensuring that items for a particular person or department are put together for easy delivery. Maintains records i.e paper accountability log, Registered/Certified/Special delivery log, company request copy log.
• Oversees and provides direction on the maintaining of Administration supplies for the department by utilizing tracking system.
• Oversees the maintenance of records, files, and logs for McKinley Parking. Provides guidance to mailroom clerk on the monitoring of parking lot on weekly basis to make sure that employees are adhering to parking protocols.

Communication

• Coordinates company telephone extension changes/location requests at all centers with Receptionists by utilizing the organization communication software.
• Maintain company digital equipment by using company’s equipment issue form: issue; trouble shoot; maintain excel sheet and paper trail to track equipment; pull monthly usage report.

The above stated job responsibilities and job duties are not exhaustive. This position will perform other duties as assigned.

QUALIFICATIONS / REQUIREMENTS:

• Must have a High School Diploma or GED, plus training in general office practices. Preferred Associates Degree in Business Administration, Management, or a related course of study.
• Must have at least five (5) years of experience in an administrative clerical role supporting the Executive office, management committees, the Board of Directors, and other related functions.
• Previous supervisory experience is preferred.
• Knowledge of, and experience with, office policies and procedures.
• Knowledge of the Standard English spelling, prescribed format, grammar, and punctuation.
• Ability to operate office equipment, to include but not limited to computers, printers, copiers, fax machines, shredders, and the telephone.
• Must have strong skills in Microsoft Office suite, to include Word, Excel, and PowerPoint.
• Must have strong communication skills; verbal and written.
• Must have strong organization skills and strong time management skills.
• Must be detail-oriented.
• Bilingual English/Spanish preferred but not required.