Office Assistant

Office Assistant

The Office Assistant creates a welcoming, supportive first point of contact for clients, families, visitors, and community members at Family Haven. This role manages front office activities, including greeting visitors, answering calls, and helping clients navigate services, while also providing administrative assistance and supporting community outreach and family support activities.

RESPONSIBILITIES

Client & Visitor Support

• Greet and welcome clients and visitors, assist walk-ins, and help people navigate the building as needed.
• Answer incoming phone calls and routine texts or messages and direct people to the appropriate staff member or resource.
• Check clients in and out of appointments and assist with routine client needs.
• Assist with nursery transitions and ensure children are properly checked in and out.
• Administer the nursery survey at each check-out.
• Fax, scan, copy, file, and distribute routine documents as needed.
• Assist with appointment rescheduling and cancellations, including following up with clients to fill openings when appropriate.
• Maintain a working knowledge of Family Haven’s programs and services in order to answer routine questions and provide accurate information.
• Recognize when a question or situation requires additional knowledge or decision-making and connect the person with the appropriate staff member.
• Maintain confidentiality and handle client information appropriately.

Family & Community Support

• Respond to inquiries and referrals and follow up with individuals and families as needed to help them connect with Family Haven services.
• Communicate with clients and families regarding scheduling, appointments, program information, and other routine needs.
• Support Family Haven’s family support programs through communication, outreach, materials, activities, and routine follow-up.
• Represent Family Haven at community events, outreach activities, meetings, and other settings as needed, providing information about Family Haven and how individuals and families can connect with services.

QUALIFICATIONS

• Strong communication and interpersonal skills.
• Warm, professional, and welcoming demeanor with clients, families, community members, and referral sources.
• Comfortable working with people from a variety of backgrounds and circumstances.
• Strong organizational skills and the ability to manage multiple responsibilities while staying organized.
• Comfortable working independently and taking initiative when routine needs arise.
• Comfortable learning and using computers, office equipment, and organizational systems.

We are currently looking for someone who is available Monday-Friday from 1:14pm to 6:15pm