CIR/HEALTHY START RECEPTIONIST AND OFFICE ASSISTANT

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CIR/HEALTHY START RECEPTIONIST AND OFFICE ASSISTANT

1 . I N T R O D U C T I O N

The purpose of this is to report the functions, requirements, working conditions, and office responsibilities of the CIR/ HEALTHY START RECEPTIONIST and OFFICE ASSISTANT. This position reports directly to the Director of Programs.

2 . E S S E N T I A L F U N C T I O N S

The basic functions of the CIR/HS Receptionist and Office Assistant are as follows:

Reception services:

• Answers both phone lines (Connect and Healthy Start) within three rings or ensures other staff are aware so that phone is answered in person

• Review voice-mail messages and emails and direct as appropriate

• Programs voicemails for all staff; programs and records Business Greeting messages and changes recording/setting to appropriately notify callers of Holiday, Disaster or other closings

• Receive and direct visitors and clients

• Incoming and outbound mail management

• Copy Machine/Fax management

• Coordinates schedules for the office with Administrative Assistant.

• Keeps staff notified of any changes/updates to schedules as needed

• Handle requests for information and data; conducts research as needed

• Completes day-to-day requirements, expediting work results

General Office Support:

• Provide general clerical and administrative support to department managers

• Assists Administrative Assistant in preparing invoices, reports, memos, letters, financial statements, and other documents using Microsoft Office applications and other software as needed

• Maintain office supply inventory to ensure all supplies are in stock

• Collect, open, date stamp and distribute mail daily

• Organize and maintain files and records (both electronic and paper)

• Operate a variety of office equipment including computer, copier, and fax machine; utilize various computer applications and software packages to generate invoices, reports, memos, letters, financial statements, etc.

• Generate and update staff phone lists, provider lists, and other documents to maintain current status

• Handle requests for information and data; conducts research as needed

• Completes day-to-day requirements, expediting work results

• Conduct research, compile data, and prepare papers for consideration and presentation to the management staff, and/or committee members

• Assists Administrative Assistant, as needed, in preparing check requests for payment and forward to Coalition Fiscal Department for processing; mail checks out when received

• Assist and coordinate reports on the deliverables to the Coalition on a quarterly basis

• Organize and attend various meetings; take notes and generate minutes for distribution as needed

• Act as liaison with other agencies and private providers as needed

• Attend all company staff and Coalition meetings as requested; attend mandated trainings as needed

3 . O T H E R F U N C T I O N S

• Maintain and Coordinate Volunteers and Volunteer Activities

• Assist with and provide support for special projects as needed

• Completes any additional assignments as requested by management

4 . M I N I M U M J O B R E Q U I R E M E N T S

EDUCATION / EXPERIENCE

Associates Degree or equivalent administrative assistant training certificate and minimum of 3 years of office experience required. Experience working in a customer service environment highly beneficial.

SKILLS/KNOWLEDGE

• Exceptional scheduling and/or prioritizing skills with strong data entry proficiency

• Ability to handle multi-phone lines effectively

• Proven ability managing multiple priorities; strong organization, detail and process management orientation

• Working knowledge of office machines and equipment, e.g. fax machines and photocopiers

• Strong proficiency with computers, data base entry and with full Microsoft Office suite, email, and internet

• Well versed in social media venues

• Excellent written and verbal communication skills; above average interpersonal skills

• Ability to read, analyze, and interpret data and information and apply appropriate judgment

• Passion for providing extraordinary customer service and work with people at all levels

• Demonstrated ability to work independently with supervision: ability to make decisions independently

• Honesty and integrity are critical to this organization

• Exercise good judgment and maintain confidentiality of critical and sensitive employee and client information, records, and reports.

• Understand, interpret, and apply general administrative and departmental policies and procedures.

• Ability to work well independently and in a team environment

• Ability to balance multiple assignments and adjust direction and priorities within fast paced and multi-faceted work environment

TRAVEL

Some travel may be required for training and/or other business purposes.

5 . W O R K I N G C O N D I T I O N S

Fast paced work environment; flexibility to working schedules may be required due to changing business demands.

General office conditions is the standard work environment (standing, sitting, and walking). An equal opportunity employer and a smoke, drug and alcohol free workplace.

6 . O T H E R

Nothing in this restricts management's right to assign or reassign duties and responsibilities to this job at any time with or without notice.

No phone calls please. CIR/HEALTHY START RECEPTIONIST AND OFFICE ASSISTANT position is full-time with a salary of $ 33,280 per year ($16 per hour). Spanish &/or Creole preferred. If interested, please submit electronic resume with cover letter or fax: 772.467.2018.

Equal Opportunity Employer (EOE) / Drug Free Work Place (DFWP)

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person