What are the responsibilities and job description for the Office Assistant position at Community Assistance Network?
Under the supervision of the Social Work Supervisor supports the mission of CAN by undertaking a variety of office support tasks and working diligently under pressure. The Office Assistant will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.
Essential Functions
- Completing administrative tasks for case management/day resource program; filing, screening calls, emailing, typing correspondence/fliers, postal mailings, compiling documents, copying, researching, etc.
- Securing charts/records containing confidential and sensitive information, and the upkeep of program brochures, fliers, etc.; reviewing closed case management files for compliance
- Providing Orientation for incoming residents
- Present important information at shelter daily morning meetings
- Completing and maintaining Daily Workshop logs
- Entering Day Resource Program Data into Human Management Information System (HMIS)
- Using business communication skills when promoting and explaining the agency services by properly and professionally redirecting residents to Case Manager for problem resolution when in a crisis.
- Providing customer service by greeting, receiving, and assisting visitors who are entering into the building and ensuring visitors sign in/out.
- Responsible for receiving and submitting maintenance order requests for proper processing.
- Collecting, sorting, and distributing mail accordingly
- Ensuring that residents are aware of upcoming activities, meetings, policy notifications, resource information, etc. via postings or mailbox and other correspondence, as necessary.
- Visiting the West Side Men’s shelter 2x per month to audit and organize files to ensure agency compliance.
- Other duties as assigned.
- High School Diploma required. AA degree preferred from an accredited college or university in Human Service, Business, Social Work, or Psychology.
- Strong interpersonal skills, reading/writing (grammar) skills, customer service, and office skills.
- Knowledge of business/office etiquette including business communication
- Ability to handle difficult or sensitive situations and make good judgement.
- Experience working with homeless or at-risk populations. Human Service experience may be substituted for college degree experience.
- Strong organizational skills, strong leadership skills, ability to work under pressure, ability to work independently and as part of a team, self-motivated and detail oriented.
- Effective verbal skills: Must be a people person to establish a professional working relationship with residents/clients and business partners/associates.
- Computer literacy: must be proficient in Microsoft Office Suite, (Word, Excel, PowerPoint, Outlook, Access).
At CAN, we believe every employee should have the resources to be their best. As part of our overall rewards, we offer benefits programs designed to help you maintain a healthy lifestyle including health, dental and vision insurance. We also offer other benefits like paid time off, financial and savings programs, 401k employer matching, and access to our employee assistance program and other discounts.
