Summary This position provides specialized clerical and office functions requiring detailed knowledge of Agency procedures; as well as performing routine and varied clerical functions. This position requires a broader understanding of Agency operations, and possession of skills necessary to complete specialized job responsibilities.

Essential Duties and Responsibilities

• Manages the reception area to insure effective communications both internally and externally to maintain a positive image.
• Provides clerical support to the program.
• Answer the telephone and direct calls to the appropriate staff.
• Type letters, reports and other materials. Proofread and post letters for mailing.
• Enter data into the Management Information System, including Electronic Client Records (ECR).
• Consistently evaluate work processes to determine if changes are needed to meet client expectations.
• Maintain schedule of appointments for evaluations and orientation.
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
• Photocopy letters, forms or documents, etc.
• Maintain the upkeep and cleanliness of office area and office equipment.
• Record minutes or notes during various meetings (staff, provider, etc.)

Qualifications

• High school diploma or general education degree (GED); or four to seven years of related experience and/or training; or any equivalent combination of training and experience that provides the following knowledge, abilities and skills.
• Knowledge of administrative and clerical procedures and systems such as word processing, file management, etc.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Ability to communicate effectively (written and oral)
• Ability to work with a diverse population.
• Ability to read and comprehend instructions, and prepare correspondence, and memos.
• Ability to effectively present information in one-on-one and small group situations to clients, co-workers, providers, etc.
• Ability to work flexible hours and travel as needed (evening/weekend hours).
• Knowledge of computers, including proficiency in Microsoft Office applications and the Internet.
• Must be available to attend meetings and meet the needs of the program/department throughout the city, counties or wherever needed (a valid driver’s license, current auto insurance and reliable automotive transportation may be required).