Supervised Visit-Parental Exchange Office Coordinator

GENERAL OVERVIEW OF KEY ROLES & RESPONSIBILITIES :

WES Health Systems is seeking a detail-oriented, compassionate Office Coordinator to support our Supervised Custody Visitation Program. This program facilitates safe, structured, and court-sanctioned visits between children and their non-custodial family members. The Office Coordinator conducts administrative tasks to ensure smooth daily operations, helping to create a safe and respectful space for families to connect.

SALARY : $18.00 / hr.

ESSENTIAL & CORE FUNCTIONS :

1.      Assist program supervisor with staff scheduling and the coordination supervised visitations per court orders and program guidelines.

2.      Serve as the primary administrative liaison for families, staff, and external stakeholders.

3.       Comfortable interacting with diverse populations.

4.       Maintain detailed records and documentation while ensuring confidentiality.

5.       Provide administrative support including filing, data entry, and responding to inquiries.

6.       Ensure the visitation environment is safe, clean, and welcoming.

7.       Oversee inventory of supplies and support logistical needs for visits.

8.       Monitor compliance with program policies and legal requirements.

ADDITIONAL RESPONSIBILITIES :

1.     Performs other duties and special projects as assigned.

2.     Attend scheduled training as required.

3.     Assist with monitoring to provide a safe visitation services as needed.

PREREQUISITES & QUALIFICATIONS FOR THE POSITION :

Supervised Visit-Parental Exchange Office Coordinator shall meet the following criteria :

1.       High school diploma or equivalent required; associate degree or (12) college credits in the human services field is a plus.

2.       Two years prior experience in an administrative role with solid customer service experience is required; in a medical, behavioral health, or community setting is preferred; experience with community­ based / human services is a plus.

3.       Excellent organizational, verbal, and written communication skills.

4.       Proficiency in Microsoft Office Suite.

5.       Ability to maintain confidentiality and neutrality in sensitive situations.

6.       Willingness to work a Tuesday-Saturday schedule, 9am-4 : 30pm.

7.       Valid FBI clearance, criminal history check and child abuse history clearance required.

COMPETENCIES & PERSONAL CHARACTERISTICS

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position :

1.     Ability to treat participants with respect and dignity with an empathetic and nonjudgmental demeanor.

2.     Ability to remain calm under pressure with strong multitasking skills.

3.     Ability to be reliable, punctual, and with a proactive response to work duties.

4.     Ability to work independently and in a team-oriented environment with a service-focused mindset

5.     Strong written communication skills : firm understanding of Microsoft office programs- Outlook, Excel, Word and ability to navigate the EMR system.

6.     Ability to communicate with professionalism and maintain effective working relationships with families, associates, and community providers.

7.     Good organizational skills, including the ability to prioritize work in accordance with a preordained schedule.

8.     The ability to handle conflicts with diplomacy and tact.

ORGANIZATIONAL ACCOUNTABILITY & RELATIONSHIPS

1.     The individual is to be supervised by their assigned Program Supervisor under the guidance of the Senior Director.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to drive, stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT :

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Job Type : Full-time, Tuesday-Saturday position; WES is an Equal Opportunity Employer EOE