MINIMUM QUALIFICATIONS:

• High school graduate. Associate's Degree preferred.
• Two years of experience working in a business office environment.
• Proficiency with Microsoft Office suite, data entry, and word processing.
• Must possess excellent written and verbal communication skills, telephone etiquette and be able to interact effectively with a diverse audience.
• Must possess superior organizational skills and dedication to completing projects in a timely manner.
• Must be detail-oriented and comfortable working in a fast-paced office environment.
• Must present a positive and professional business image.
• Must pass a criminal background check.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer incoming phone calls, providing information or routing the caller to the appropriate staff member.
  • Perform intake of service inquiries received via phone or email with the goal of providing solutions and setting up an in-person consultation/assessment for services.
  • Gather information to determine services needed.
  • Set appointment for consultation/assessment.
  • Notify agency staff of scheduled appointments and potential service needs.
  • Send information to potential clients and/or client representatives; if services are beyond scope or outside of the agency’s service area, provide alternate resources.
  • Log all inquiries onto the agency’s CRM system.
• Greet and receive office visitors and direct them to the appropriate destination or individual.
• Process incoming and outgoing mail and faxes; distribute to the appropriate staff member; answer routine correspondence.
• Generate and send bulk mailings, newsletters, and agency correspondence.
• Draft memos, emails, reports, and other documents.
• Maintain organization of agency documents, records, and reports, including but not limited to filing, copying, electronic file organization, and scanning of miscellaneous documents.
• Maintain supply of printed agency forms, documents, packets.
• Maintain stock of office and cleaning supplies by regularly monitoring inventory level, anticipating needed supplies, placing orders for supplies, and verifying receipt of supplies.
• Ensure operation of office equipment by completing preventative maintenance requirements; troubleshooting malfunctions; and coordinating needed repairs.
• Monitor upcoming client and employee birthdays and anniversaries; ensure cards/gifts are sent to recipient for on time arrival.
• Maintain current contact lists and email distribution groups.
• Coordinate with vendors for regularly scheduled services and deliveries.
• Coordinate agency meetings and events.
• Maintain general housekeeping functions for the office, ensuring the entry way, reception area and all common spaces are kept clean, tidy, and professional in appearance.
• Run errands as needed, which may include but is not limited to dropping off outgoing mail, shipping packages, purchasing supplies, and picking up needed items for onsite events.
• Assist agency staff with additional tasks, which may include but is not limited to compiling information, internet research, searching documents or files, data entry, and placing outbound calls to acquire information (from vendors, regulatory agencies, and other third parties).

PHYSICAL AND ENVIROMENTAL DEMANDS: This is a primarily sedentary position.

ORGANIZATIONAL RELATIONSHIP: Reports directly to the HR Manager and/or Care Manager.

CLASSIFICATION: [Non-Exempt].

POSITION TYPE & EXPECTED HOURS OF WORK: [Full-Time or Part-Time available] *Contract is Through September 1st, 2023 with possibility of Full Time employment after. 

DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or be assigned at any time with or without notice.