OFFICE ASSISTANT/INTAKE SPECIALIST

GLEAMNS Human Resources Commission, Inc.

JOB DESCRIPTION

Job Title: Office Assistant/Intake Specialist

Department: Community Services

Reports To: Community Services Director

Status: Non Exempt

Date Approved: December 2020

Date Revised: August 2020

PRIMARY PURPOSE or JOB SUMMARY

The Office Assistant/Intake Specialist provides clerical and reception support for the Community Services Department which includes the Community Services Block Grant (CSBG) and Low-Income Home Energy Assistance Programs (LIHEAP) Programs. Support is given to staff, including answering telephones, greeting customers and visitors, making appointments, typing, filing, making copies and referrals, etc.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

1. Greet and refers customers and visitors.

2. Keeps a daily log of visitors.

3. Answer telephone calls, makes copies, sends faxes, takes messages and direct incoming calls appropriately.

4. Types and/or reproduces reports, forms, notices, correspondence and other materials as generated by staff. Proofreads all work for accuracy and neatness.

5. Responsible for intake and screening of customer traffic.

6. Makes verbal and written referrals of services to partner agencies.

7. Participates in initial eligibility screening for program participation. Will be crossed trained to assist with utility bill calculations and ensures that customers have or obtain all necessary documents for scheduled appointments.

8. If conducting intake, interview and assess applicants for eligibility to programs

based on criteria set forth by the funding source. Office Assistant/Intake Specialist may be held personally responsible for failure to follow criteria set forth by funding source, as determined by the Program Director and Chief Executive Officer.

9. Makes follow-up calls to clients when needed.

10. Assists Case Managers with scheduling appointments.

11. Participates in the annual compilation of information for the tri-annual Community Needs Assessment.

12. Participates in trainings provided by the agency and/or other entities for personal

and professional development.

13. Attend scheduled staff and/or zoom meetings. Responsible for taking the minutes during each meeting.

14. Perform other job-related duties as required.

ACCOUNTABILITY

For accuracy and timeliness of work.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

AA/AS Degree in Business or General Office or a combination of education and experience commensurate with the job description.

Minimum 3-5 years general office experience.

Knowledge of Microsoft Office software programs.

Valid South Carolina Driver’s License.

EQUIPMENT AND MACHINES

Xerox Machine, Telephone, Smart Board, Personal Computer, Laptop, and Fax Machine.

WORKING CONDITIONS

Office environment.

ADDITIONAL COMMENTS

• Strong customer service skills.
• Strong communication skills (written and verbal).
• Detail oriented and works with a high degree of accuracy.
• Ability to multitask.
• Display a positive attitude towards working as a team with other staff members.
• Handles confidential financial and personal information appropriately
• Ability to tactfully handle stressful and difficult situations
• Possess strong problem solving skills

DISCLAIMER

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required by the incumbent. The incumbent may be asked to perform other duties as required and the responsibilities of the position may change.