Office Assistant

What we are looking for in this position:

We are looking for someone who has experience in customer service and general office assistant duties with excellent communication skills. This individual should be dependable, friendly, patient, have strong attention to detail, and enjoy working with a team, but also confident to work autonomously. If you enjoy talking on the phone, gathering information, assisting callers with resources and helpful information, and also helping with general office duties this may be the job for you!

The position will spend a lot of time conducting the following activities:

• Answering incoming calls
• Entering information into agency database
• Addressing consumer needs
• Providing helpful resources
• Ordering office supplies
• Welcoming walk-in consumers and guests
• Connecting people to a great organization

Job Location: Winnebago County/Rockford Office

Starting salary range - based on experience: $32,805 – 34,445

(Please note: each salary offer is determined by using a rating scale, which is based off the minimum salary of the range provided). 

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RAMP

Purpose, Parameters, Qualifications, Activities, and Performance Indicators

for the position of

OFFICE ASSISTANT/I&R SPECIALIST

PURPOSE OF POSITION:

To perform receptionist duties for the agency, to be an information and referral source for all staff and the community, and to provide clerical support to the staff under the direct supervision of the County Manager. Recruits and provides orientation for individuals who are interested in being Personal Assistants (PA). Works with DHS/Department of Rehabilitation as needed in regard to consumer and PA issues.

POSITION PARAMETERS:

Reports directly to the Winnebago County Manager; full-time; full Benefits; non-exempt; travel and expenses reimbursed.

MINIMUM QUALIFICATIONS:

1. Associate degree in a field related to the position job activities, OR, equivalent education OR work experience;
2. Three (3) years of equivalent experience in work similar to the position's job activities;
3. Bilingual (English/Spanish), preferred;
4. Excellent written and verbal communication skills and the ability to present information in a clear, concise manner;
5. Excellent interpersonal skills and the ability to work effectively as a team player;
6. Ability to use/learn Microsoft Office programs: Word, Excel, Outlook, Teams;
7. Ability to handle multiple tasks while maintaining deadlines and answering phones in an active work environment;
8. Professional manner in dress and when interacting with others both inside and outside of the organization;
9. Reliable transportation and a willingness to work evening and weekend hours, if needed;
10. Self-motivated;
11. Personal experience and/or an intimate knowledge of the Independent Living Philosophy carried out in the community.

JOB ACTIVITIES AND PERFORMANCE INDICATORS (in order of priority)

 Reception of visitors and incoming phone calls.

• Cordially greet and assist all persons calling or visiting RAMP.
• Attempt to assist persons calling or visiting the agency no matter what the request and refer them properly.
• Contact appropriate staff when a visitor or caller needs assistance.

Information and referral sources for the community and staff.

• Research and be ready to answer any questions that staff, consumers, Board members, and the public may have concerning RAMP and other community services and programs using branding language.
• Enter referrals into the database and submit them to the County Manager for delegation.
• Ability and willingness to search for information and resources.
• Refer questions and calls to specific personnel only after attempts have been made to answer specific questions.
• Maintain and update lists and other written materials.

 Provide clerical support to staff.

• Assist in typing correspondence, statistical reports, setting up and maintaining filing systems, faxing, and telephone contacts.
• Track and order office supplies and submit purchase orders for approval.
• Assist in daily date stamping and distributing incoming mail.
• Attend staff meetings and all appropriate in-services and staff training.
• Keep an accurate account of all equipment loaned out and provide for the timely return of that equipment.
• Maintain work area and equipment in a neat, clean, and orderly manner.
• Retrieve and respond to messages from the answering system and change the greeting on the answering system as necessary.

Report/Paperwork 

• Complete all required internal paperwork in a timely and accurate manner and submit it to the Supervisor.

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

RAMP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This statement applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.