Responsible for greeting customers while providing administrative, clerical and telephone support to the Community Action, Inc. (CAI) programs within the designated CAI site. The individual must have strong interpersonal, communication and computer skills with the ability to exercise independent judgment and initiative.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Core Values
- Initiative: Self-starter requires minimal supervision, requests additional assignments or responsibilities; suggests and implements improved work methods.
- Relationships: Projects a positive attitude and relates effectively with others to build strong working relationships built on a foundation of honesty, compassion and respect. Promotes and maintains appropriate professional boundaries.
- Problem Solving: Identifies problems, secures relevant information and implements solutions.
- Planning and Organizing: Establishes and manages work priorities; efficiently allocates time and utilizes available resources appropriately; effectively handles multiple assignments.
- Attention to Safety: Assists in the creation of a safety culture by working in a safe manner; reports unsafe situations and accidents; follows safety procedures; requests and uses safety equipment and safety techniques; and participates in safety training.
- Attendance/Punctuality: Team member is on time and prepared for meeting with participants and stakeholders internal and external to the organization.
Operations
Responsible for Customer Service
- Responsible for providing friendly and professional customer service to all participants, visitors and potential customers.
- Greet and monitor customer access and direct to the appropriate staff/department or appropriate community resources.
- Answer telephones in a professional and courteous manner, ability to utilize the Language Line or other bilingual resources available within the agency.
- Provide information and assistance to callers, follow-up on questions and concerns and relay messages to the appropriate recipient in a timely manner.
Responsible for program and office operations
- Receive, sort and route all incoming mail, faxes and publications, as well as preparing outgoing correspondence as requested.
- Assist with collecting payments and recording services received, based on identified program policies and procedures.
- Reserve and ensure rooms are prepared for facilities and meetings.
- Miscellaneous clerical work that may include waiting list data entry, typing letters and other documents as well as creating forms.
Oversee facility/program records
- Complete required reports for postage and copier counts.
- Maintain accurate electronic records related to program participant information as collected through CAI customer intake forms or other management information systems as determined by the agency.
- Coordinate and maintain sign in process, providing management with monthly progress reports.
- Maintain customer satisfaction data, including weekly review and database update to management.
- Accurately enter customer information as needed in databases, including waitlists and participant timesheets.
Facility, Equipment, and Supplies
- Assist in monitoring maintenance and housekeeping to assure high standards are met.
- Assist in monitoring office equipment and repairs.
- Assist in ordering, purchasing and distribution of office supplies, including timely completion of check requests as directed.
Assist with the Computer Lab use
- Assist participants in the access of computer applications and ensure appropriate use through computer monitoring system.
- Review signage in the lobby and computer lab to ensure appropriate to the programs and services of CAI.
Office Coverage
- Responsible for office coverage during identified office hours.
- Responsible for complying with all CAI and department policies and procedures.
- Perform all job duties in a confidential manner.
Other related work as assigned within the scope of responsibility and skill required for this job.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
NON ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Monitor facility use and report and maintenance or other concerns
- Complete related work as assigned within the scope of responsibility and skills required for the job
The above statements reflect the general details necessary to describe the major functions of this position and are not intended to be a detailed description of all the work/functions that may be required.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
- High School Diploma or general education degree (GED) required.
- Experience in an office environment required.
- Business or related experience desired.
LANGUAGE SKILLS:
- Requires excellent verbal and written communication skills, with strong attention to detail and accuracy.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence.
MATHEMATICAL SKILLS:
- Knowledge of basic math facts: adding, subtracting, multiplying, dividing, fractions and percentages.
REASONING ABILITY:
- Ability to interpret a variety of instructions in written, oral or diagram form.
- Ability to solve problems requiring decision-making skills where limited standardization exists.
- Ability to think creatively.
CERTIFICATES, LICENSES, REGISTRATIONS:
OTHER SKILLS AND ABILITIES:
- Excellent interpersonal skills with nonjudgmental approach and style.
- Ability to work effectively in a team service delivery environment.
- Must possess strong interpersonal skills.
- Demonstrated ability to proficiently utilize Microsoft word, Excel and PowerPoint.
- Must have experience with office equipment and procedures.
- Must possess strong organizational skills.
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.
- Hearing and speaking to exchange information.
- Specific vision requirements of the job include close and distance vision.
- Sitting or standing for extended periods of time
- Dexterity of hands and fingers to operate a computer keyboard and other office equipment
- Kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; lifting and carrying of objects up to 25 pounds on an occasional basis.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually moderate.
The job description does not constitute an employment contract between Community Action and the employee and is subject to change by Community Action as the needs of the department and the requirements of the job change.
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Community Action, Inc.
$17.00 per hour - Full benefits package including health insurance, vacation time, paid holidays, and more!
May 22, 2025