What are the responsibilities and job description for the Administrative Specialist position at Community Family Advocates?
Administrative Clerk- Early Learning Resource Center
JOB DEFINITION
Early Learning Resource Center (ELRC) Administrative Clerk is responsible for computer operation, answering phones, generating electronic correspondence, incoming and outgoing mail as well as scanning, uploading and maintaining records in an electronic filing system. This position is responsible for operating in the Pelican system to assure proper flow of information to support the child care subsidy and provider departments. This position will be supervised by the Clerical Supervisor. This individual must bring a positive attitude to their work and naturally respond to challenges with ‘can-do’ and problem-solving sensibility. This person must strive to provide excellent customer service in all job tasks.
Responsibilities And Duties
PROFESSIONAL KNOWLEDGE AND ABILITIES
High school diploma or equivalency required and two years of experience in data entry and/or electronic record storage. Associates in business or public administration preferred.
This position will be formally employed by Community Family Advocates. In this capacity, the individual will report directly to the Early Learning Resource Center and will carry out day-to-day responsibilities under the direction, supervision, and operational guidelines of the Early Learning Resource Center. While Community Family Advocates will serve as the official employer for administrative and human resources purposes, the role will function as an integrated part of the Early Learning Resource Center’s team.
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JOB DEFINITION
Early Learning Resource Center (ELRC) Administrative Clerk is responsible for computer operation, answering phones, generating electronic correspondence, incoming and outgoing mail as well as scanning, uploading and maintaining records in an electronic filing system. This position is responsible for operating in the Pelican system to assure proper flow of information to support the child care subsidy and provider departments. This position will be supervised by the Clerical Supervisor. This individual must bring a positive attitude to their work and naturally respond to challenges with ‘can-do’ and problem-solving sensibility. This person must strive to provide excellent customer service in all job tasks.
Responsibilities And Duties
- Answer and direct phone calls, emails, and faxes coming into the ELRC
- Great and direct visitors of the ELRC in a positive and professional manner
- Scan and upload documents into Pelican utilizing Adobe Pro including scanning and merging documents as needed. Perform a quality check of uploaded documents
- Utilize Pelican and Excel to organize data to provide periodic and/or special reports on family or provider information
- Coordinate timely flow of incoming and outgoing mail
- Utilize web-based databases, Pelican, SharePoint and On-Base to store, review and update family and provider information
- Maintain family and provider files with a high level of confidentiality
- Serve as back-up to other clerical team members
- Attend and participate in clerical team meetings
- Operate and maintain office machinery, including copiers, fax machines, postage machine and printers
- Complete other duties as assigned
PROFESSIONAL KNOWLEDGE AND ABILITIES
- Skill in using a personal computer with typing at a minimum speed of 50 words per minute
- Communicates effectively in verbal and written communications
- Excellent customer service skills
- Excellent organization, scheduling, and time management skills
- Excellent attention to detail
- Must be self-directed and able to work independently to achieve program objectives
- Previous experience working in Outlook, Teams, SharePoint & Adobe Pro preferred
- Perform related work as required
- Pennsylvania Child Abuse History Clearance (Act 33)
- Pennsylvania State police Request for Criminal Records Check (Act 34)
- FBI Criminal Background Check (Act 73)
- Full time position requiring 37.50 hours per week in Wood Street office
High school diploma or equivalency required and two years of experience in data entry and/or electronic record storage. Associates in business or public administration preferred.
This position will be formally employed by Community Family Advocates. In this capacity, the individual will report directly to the Early Learning Resource Center and will carry out day-to-day responsibilities under the direction, supervision, and operational guidelines of the Early Learning Resource Center. While Community Family Advocates will serve as the official employer for administrative and human resources purposes, the role will function as an integrated part of the Early Learning Resource Center’s team.
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