JOB FUNCTION:

This position requires a dynamic, personable, and highly motivated individual to manage the Agency's front desk and office operations. The role is responsible for reception duties, providing comprehensive administrative and clerical support, and ensuring the smooth day-to-day functioning of the office. Key responsibilities include maintaining office supplies, managing correspondence, supporting administrative tasks, and fostering an organized and welcoming atmosphere in the office space. This position will also provide backup for initial screening, application assistance, case management, and referrals to households in need for a wide array of CAPLP programs.

QUALIFICATIONS:

Minimum

• Associates degree with 2 years of relevant experience
• Experience in an office setting
• Valid driver’s license and current vehicle insurance

Preferred

• Community Action experience
• Degree in Social Work or a Human Service-related field
• Lived experience or a history working with individuals with low incomes

AMERICANS WITH DISABILITY SPECIFICATIONS:

• 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.

• 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.

AGENCY EXPECTATIONS:

1) Embrace, advocate, and carry out the mission, vision, and core values of the Agency and adhere to all Agency Policies and Procedures

2) Familiarize and work toward the achievement of Agency-wide strategic plan goals, strategies, and measures.

3) Acts as a role model within, as well as outside the Agency

4) Provide friendly, responsive service to the public, community organizations, and to those we serve

5) With a respectful and positive attitude, work with low income individuals and families with diverse backgrounds

6) Support, develop, and maintain productive relationships required to carry out job activities

7) Demonstrate flexible and efficient time management

8) Maintain the security and confidentiality of all records and interpersonal interactions

9) Work effectively and cooperatively with community partners and co-workers

10) Participate in and/or lead Agency committees

11) Embody our commitment to embracing perspectives

ESSENTIAL FUNCTIONS:

Client Support

a) Provide front-line customer service by answering phones, greeting customers and visitors, and directing them to the appropriate Division, program, or staff member

b) Provide initial screenings and assist in collecting and completing documentation for families that may be eligible for CAPLP services

c) Be the backup to complete screening for public benefits such as SNAP, Medical Assistance, and CCAP

d) Develop rapport and build relationships with households to talk comfortably about their setbacks, accomplishments, and goals

e) Use a person-centered approach to assess individual and family strengths, develop plans, and coordinate needed services as well as recognize that people have the potential to grow and change

f) Provide referrals to community services as needed

g) Be the back up to complete intakes for CAPLPL programs

Agency Administrative Support

a) Accountable for Agency mail

i) Open and distribute incoming mail, packages, and coordinate delivery to satellite sites as necessary

ii) Process outgoing mail

b) As directed, complete requested data entry

c) Ensure Agency contact list is kept up to date

d) Support facility operations, including vehicle maintenance, and coordinate with service providers and vendors

e) Provide support for booking appropriate facilities for meetings, trainings and agency events

f) Assistance with ensuring adequate supplies are available

i) Track inventory of office supplies, paper products, kitchen supplies, snacks, water, and like items

g) Prepare and organize necessary items for new hires

h) Maintain the tidiness and organization of all common areas, including emptying trash and recycling along with wiping down tables, chairs, and shared surfaces daily

i) Support site maintenance, including notifying staff of issues and coordinating with contractors as needed

j) Assist with Agency Calendar scheduling

k) Support staff members with Agency equipment including copier, shredder, printer, and other often used office equipment

l) Collaborate with the Learning and Development Director to plan, prepare and execute all agency-wide events and staff gatherings

i) Support logistical aspects of these events

m) Complete tasks assigned by the Office Administrator and Leadership team as need to support organizational, programmatic, and HR- related needs

Agency and Division Support

a) Represent Agency in communities we serve

b) Align and build on efforts to achieve a shared vision and common goals in serving people

c) Assist with Agency projects as requested

d) Attend and participate in agency, community and state meetings as requested

e) Participate in agency provided trainings and seek out additional training to enhance professional development

f) Assist with onboarding and training of Agency team members as requested

g) Compile and submit required documentation

h) Availability to work designated Agency hours for your Division and position

Commit to, embrace, and uphold the CAPLP Core Values

1) Raise the Bar:

We always strive for excellence and never settle for the status quo

Be your best self; Hold yourself and your team accountable; Always best practice

2) Be Brave:

We challenge ourselves to go further than before, endure obstacles and try new things

Think outside the box; Take risks; Say the hard things; Be part of the solution

3) Do the Right Thing:

We have the strength of character to do the right thing even when it’s not easy

Lead by example; Be mission-driven; Be professional and ethical, even when no one is looking

4) Care for Each Other:

We respect, trust and care for ourselves, our customers and our teammates

Be kind; Assume the best; Take time to build relationships; Celebrate success

5) Help People:

We help people to help themselves and each other, focusing on those who need us most

Show compassion; Embrace perspectives; Go the extra mile

The agency provides a competitive benefits package, including medical, dental, vision, flex spending plan, HSA, life, short-term and long-term disability, 403 (b) Retirement/Thrift Plan with agency contribution, generous paid time off that includes ESST, 12 paid holidays , and a flexible work environment.