Opportunity Center Administrative Assistant

GOODWILL OF THE GULF COAST

Job Description

TITLE: Opportunity Center Administrative Assistant DATE WRITTEN: 12/2024

DEPARTMENT: Mission Services SUPERVISED BY: Department Head at Location

SUPERVISES: n/a STATUS: Part-time, Hourly

Mission Contribution: Supports the Missions Services staff by being the voice and first contact for callers and guests at the opportunity center. Explains the mission, services and programs of the agency to internal and external customers.

Function:

Provides clerical and administrative support to the Mission Services division (Workforce Development, Education Services, Support Services and/or Children and Family Services) departments and often serves as the first point of contact for information regarding services.

Essential Functions:

• Provide exceptional customer service by consistently demonstrating enthusiastic, positive and effective greeting and assistance to callers, visitors and coworkers.
• Conveys clear and accurate information regarding Goodwill Mission, services, programs, staff and locations to internal and external customers.
• Receives and routes calls utilizing computerized voice mail system for all incoming lines.
• Takes and delivers messages accurately utilizing voice mail system or written messages as necessary.
• Creates, types, and modifies documents on computer utilizing Microsoft Office (Word, Excel, Publisher, PowerPoint, and Outlook) software accurately; Providing timely correspondence, memos, reports, flyers, brochures, signs and other data for staff as needed.
• Receives and directs incoming and outgoing mail, daily.
• Greets all visitors providing information and assistance as needed in accordance with Goodwill standards of customer service. Routes visitors to proper destination adhering to established security procedures.
• Assists visitors with faxing, scanning, copying, and accessing computers while ensuring the participants are adhering to set computer usage times/allowable usage, etc.
• Ensuring visitors receiving services are completing the data collection form for those services.
• Maintains visitor logs
• Distributes job opening lists and provides guidance for on-line applications
• Accepts donations and issues receipts
• Receives and checks vendor deliveries
• Assists with collection of data entry of information in the agencys program services database and/or other reporting systems.
• Assists with the medical assistance program by taking applications, giving out equipment and securing needed equipment by working with the Medical Equipment Coordinator.
• Coordinates and maintains the schedule for meetings at the location.
• Assist staff as needed including filing, making copies, grading papers, making phone calls, preparing folders and other clerical duties.
• Maintains clean and orderly office area, including assisting with basic housekeeping tasks such as, regular vacuuming, emptying trash, storing, and organizing materials.
• Makes sure copy machine paper is re-stocked and functioning properly
• Submits PO requests on behalf of Mission Services staff to supervisor as needed.
• Researches services available in the community and makes appropriate referrals to callers or visitors requesting assistance with needs not available internally.
• Ensures confidentiality of participant records and private information, keeping in compliance with organizations guidelines, policies and CARF regulations
• Stays informed of community, agency, and program information through inter-office communications, and attendance at staff meetings.
• Acts as a positive role model for employees, participants, students, and trainees in all aspects of professional performance.
• Observes all safety procedures and personnel policies and ensures compliance by employees and students.
• Regular attendance, as outlined in Goodwills policy, is required.
• Other duties as assigned.

Skills, knowledge and abilities: (these are required to enable jobholder to perform the essential functions of the job).

• • Must be able to interact cordially and productively with a variety of people.
  • Must be able to market Goodwill and explain the mission to the public.
  • Must be able to keep information confidential.
  • Must have excellent written and verbal communication skills.
  • Must be able to read, write, and communicate clearly in English.
  • Must be able to work Monday though Friday including occasional early mornings or late afternoons.
  • Ability to function in a hectic work environment with occasional periods of high stress.
  • Ability to use a multiple line telephone.
  • Must have a pleasant telephone voice.
  • Must be able to operate office equipment including computer, typewriter, copier, postage machine, fax machine and laminating machine.

Experience and Education Requirements:

• High school diploma or GED required.
• Two years of related experience preferred.
• Must have demonstrated knowledge of Microsoft Office software including Word, Excel and Outlook

Physical Requirements:

• Must be able to use hands, fingers and wrists, repetitively while using computer keyboard.
• Must be able to sit for prolonged periods.

Working Conditions/Hazards:

Adequately lighted and ventilated building.

Critical Performance Factors:

• Friendly and efficient internal and external customer interaction
• Accuracy in recording and entering in information
• Ability to provide information and connect people with needed services
• Provide needed support to programs

Equal Opportunity Employer/Veterans/Disabled