Programming Administrative Assistant

Job Summary

Works with program staff to coordinate office operations for program departments including RSVP, Nutrition, Individual and Family Assistance, In Home and Medical Services, Child Care and Southside Youth. Helps establish, promote the organization’s mission, vision, and values, especially through the welcoming and inviting of people in daily interactions with clients, staff, and community.

Works under the supervision of Director of Social Service Programming

Essential Job Functions - Responsibilities

1. Answers telephone and routes calls appropriately. Has knowledge of agency mission, programs and personnel, schedules coverage when necessary.

2. Distributes all mail and messages to appropriate staff boxes.

3. Receive clients and visitors when they arrive and routes them as needed.

4. Makes copies for staff; maintains paper supplies in copiers and printers.

5. Maintains and updates program and agency files and forms.

6. Weekly enters program units of services for month end reports and/or billing purposes.

7. Prepares month end report on copies and postage and sends to business office.

8. Performs secretarial duties for all InterServ programs, including support for Administration. Uses all software to produce reports, proofreading, graphics, budget and numbers, collates materials and mailings.

9. Performs other tasks to help programs, i.e.: Intake of food at food pantry, helping find Mobile Meals drivers, special event preparation, etc.

10. May also be responsible for the following: opening/closing building, processing outgoing and incoming mail, ordering office supplies, processing donations and/or payments.

11. Assists in preparation of tax season calls and scheduling. Answers all tax scheduling calls, gathers needed information, and schedules appointments. Coordinates volunteers to assist.

12. Assist with billing in all programs and works with Accounting Director to assure accuracy.

13. Communicates regularly with department managers and program directors to make sure we receive the required billing information we need in a timely manner.

Job Specifications

1. Education: High School Diploma or Equivalent

2. Licensure: Willingness to obtain Missouri notary commission.

3. Experience: Minimum of six months experience in office support/administration role, able to use personal computer and a variety of software including word processing and spreadsheets.

4. Essential Technical/Motor Skills: Ability to answer multi line telephone and transfer calls; perform data entry, use processing software, operate computer, copy machine, printer, typewriter; operate postage meter and scale.

5. Interpersonal Skills: Ability to meet the public; good listening skills; sensitivity to client needs, through knowledge of programs to make proper referrals. Recognizing and supporting community and faith community stakeholders.

6. Essential Physical Requirement: Able to ascend and descend stairs; carry up to 20 pounds; position self to access lower drawers and shelving, upper drawers and shelving; clearly communicate accurate information to coworkers, clients, donors, and volunteers; observe people entering the facility; move around work space to access furniture and equipment.

7. Essential Mental Abilities: Ability to follow a routine of tasks without constant supervision. Must be able to learn quickly and adapt appropriately when a situation calls for change; count and handle money; organize job tasks; arrive at the job early to open the building.

8. Essential Sensory Requirements: Ability to observe and determine appropriate functioning of office equipment.

9. Exposure to Hazards: Typical communicable diseases.

10. Other: Bilingual preferred

Job Type: Full-time

Pay: From $14.00 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person