Job Description
Job Description
Overview of Duties and Responsibilities :
Neighborhood Service Organization’s (NSO’s) Administrative Assistant / Events Coordinator, as part of the Homeless Recovery Services (HRS) team and in collaboration with the Corporate Development team, is responsible for providing exceptional customer service to clients and other stakeholders who arrive at NSO. The position plays an integral part of the housing service team by providing support services including a welcoming environment, triaging client issues and concerns, arranging for client’s internal and external appointments, and works with the HRS Leadership, Corporate Development, and other NSO teams on collecting appropriate data for donations and asset management, also preparing other reports as needed. Completes general office tasks, ability to record and write meeting minutes, maintenance of computer files, reports for quality improvements and outreach activities, in addition to creating and maintaining systems for data collection.
The position is also responsible for stocking apartments for new residents and the replacement of household items as needed while assisting with client event coordination within their assigned NSO program. This employee must share a strong knowledge of NSO’s programs and services, while responding to HRS clients and staff, processing documentation, responding to facility and equipment needs, and performing additional clerical duties to optimize overall operations. This employee must meet or exceed key metrics related to their productivity performance. Successful candidates must possess strong communication skills, time management, and organizational skills.
Driving / Travel Requirements
Will drive NSO Vehicle
Must have access to reliable private transportation
Must maintain valid MI driver’s license / State ID
Must maintain automotive insurance
Must be able to visit locations while working for NSO
Will be expected to travel on NSO time
Annual Training
CPR and First Aid training are required for this position
Non-Violent Intervention training is required for this position
Additional Trainings will be required
Supervisory Responsibilities :
None
Education, Licensure and Experience Requirements :
Education : High School Diploma or equivalent
Minimum Required Experience : 1-year minimum experience in an administrative assistant, receptionist, clients / patient / patient facing or related role. Proficiency in Homeless Management Information System (HMIS) preferred.
Additional Requirements
- Proficiency in MS Office (Word, Excel, PowerPoint & Outlook)
- Ability to learn additional software
- Proficiency in general office equipment (PC, printer / fax / copier, telephony system)
- Proficiency in data entry, filing
- Experience in a multi-line phone / telephony system
- Valid Michigan Driver’s license / access to private transportation.
Job Knowledge and Comprehension
Primary Job RoleAbility to multitask, manage time, and independently prioritize tasks.Focused on providing exceptional customer service; face to face interactions with clients is expected on a regular basis.High level of professionalism.Demonstrates excellent communication and organization skills.Essential Job Duties
Primary Job DutyAnswer phone calls and process mail / deliveries and additional requests as needed.Greeting clients and other guests arriving to the facility.Coordinate and manage check-ins.Receive packages and process mail.Prioritize and deliver messages and incoming requests to HRS team.Manage meetings, room reservations, office reservations, etc.Send appointment letters / make reminder if requested.Scan / label and upload documentation to electronic system.Process referrals, incident reports, and medical records requests.Perform other clerical duties such as filing, photocopying, transcribing, and faxing.Opening assigned Service Area to align with business needs.Courier between facilities.Resolve facility issues (e.g., broken printers, copiers, etc.)Manage Check request and invoices.Perform Petty Cash reconciliation.Manage mileage for staff.Run and analyze data reports (HMIS, etc.), draft correspondence letters.Provides additional training required to existing admin staff.Assists with client event coordination within their assigned NSO program.Responsible for stocking apartments for new residents and the replacement of household items as needed.Collects and tracks appropriate data for donation and asset management.Other duties as assigned.Productivity
Assist the client with scheduling internal / external appointments.Assist the client with obtaining available resources, including basic needs, household items, and / or furniture as needed.Assist with client events in coordination with Corporate Development.Assist with data entry required to accomplish program goals with accuracy and ensuring work is completed within specified time frames,100% of the time.Ensures that program materials needed for services with clients are maintained at a sufficient level.Petty cash is reconciled and replenished in a timely manner.Mileage reimbursement logs are collected and submitted to central office in a timely manner.Send all mail within 48 hours, 100% of the time.Run and analyze data reports at minimum monthly.Administrative and Professional Skills
Comply with and adhere to department and NSO policies and procedures.Excellent written and verbal communication skillsProfessional, courteous, and prompt customer service, both in-person and over the phoneMaintains technological skills necessary to perform data entry, manage team calendars / schedules, and create company reports and other documents as required.Willingness / ability to learn new software programs as needed.Multi-tasking and creative thinking / problem solving skills.Keeps a safe and clean work area by complying with all NSO procedures, rules, and regulations.Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.Adhere to established quality and performance improvement standards.Work effectively with others to accomplish goals / resolve problems.Organized and uses time effectively, including time-management techniques.Maintains consistent work attendance.Works as scheduled.Professionally represents NSO and promotes NSO mission and vision statements.Promote a harmonious work environment.Is open to new approaches and takes steps to increase knowledge, skills, and abilities, both from within and outside NSO.Other duties as assigned.Working Conditions and Necessary Capabilities
Works in an office environment and uses a computer, telephone and other office equipment as needed, to perform duties.The noise level in the work environment is typical of that of an office environment with frequent contact with clients.Bends, stoops, and reaches to file, search for and retrieve records and documents.Manual dexterity and regular fine-finger and hand / wrist motions are required for operating a keyboard, writing and filing.
May have exposure to cleaning chemicals.May have potential exposure to airborne infectious agents, blood and / or bodily fluids during medical emergencies.Must be able to lift up to 25lbs on occasion.Seeing / vision, talking / speaking and listening / hearing are continuously required.Frequently required to sit & stand during working hours.Occasionally required to drive.Occasionally required to travel between work locations.Working Conditions and Necessary Capabilities
I n compliance with the CMS IFR, all NSO employees are required to be fully vaccinated against COVID-19 or qualify for a medical or religious exemption that NSO can reasonably accommodate.This position may be required to travel between NSO locations as needed.Works in an office environment as needed and uses a computer, telephone and other office equipment as needed, to perform duties. The noise level in the work environment is typical of that of an office with frequent contact with clients.Seeing / vision, talking / speaking and listening / hearing are continuously required.Frequently required to stand during working hours.Required to sit, walk or drive as needed
Operates an automobile while performing assigned job duties, if required.DISCLAIMER MESSAGE : The above elements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and duties of personnel so classified, or a contractual commitment, and NSO retains the right to amend or revise this job description at any time.
NSO is an Equal Opportunity Employer and is committed to excellence through diversity and considers candidates without regard to sex (including pregnancy related conditions) genetic information, race, color, weight, height, religion, national origin, citizenship, age, disability, martial or veteran status, misdemeanor arrest record, sexual orientation, transgender status or gender identity or any other legally protected status.
