What are the responsibilities and job description for the Administrative Assistant & Receptionist position at SCAN, Inc.?
ADMINISTRATIVE ASSISTANT & RECEPTIONIST
To work under the direction of the Data & Intake Manager to ensure impeccable customer service and support to all clients, guests and employees of SCAN. This position is located in SCAN’s South Bend Office. This role will serve as the office’s front desk receptionist, as well as complete various secretarial/clerical tasks to support the agency. This position requires the ability to work independently, exercising judgment and initiative, as well as the ability to follow directions accurately. This position also provides back-up to our Intake Workers, helping to cover their time off by entering service referrals into various databases and communicating directly with SCAN staff and Referral Sources.
ESSENTIAL FUNCTIONS
- Greets all clients, guests and SCAN employees that arrive at the South Bend Office.
- Answers phone calls and directs them to the appropriate party to ensure efficient customer service.
- Provides support to all clients, caregivers, guests and SCAN employees in the South Bend Office.
- Prints copies of intake packets and discharge packets to ensure quick access and availability for staff use.
- Scans and uploads documents into electronic client files.
- Sets the tone for a welcoming and friendly office environment.
- Covers Intake Worker responsibilities during their time off.
- Maintains spreadsheets and trackers used in the department.
- Prepares printed material for job fairs and community fairs.
- Inventories and orders office supplies and equipment for the South Bend Office.
- Uploads required discharge paperwork and updates status in the state database for closed cases.
- Serves as the point of contact for maintenance crews providing services to SCAN.
- Establishes and maintains effective working relationships with staff members, the public and other agencies.
- Performs other duties as assigned.
QUALIFICATIONS (CORE COMPETENCIES, SKILLS, AND EXPERIENCE)
- Customer Service Skills (internal and external customers), including effective communication skills.
- Personal Accountability
- Ability to multi-task in the midst of interruptions.
- Strong Interpersonal Skills
- Ability to record, prepare and communicate appropriate reports.
- Proficient in Microsoft Office Suite applications, including Excel, Word, Outlook and PowerPoint.
- Experienced in navigating through multiple databases and spreadsheets at once.
- Must possess a valid driver’s license.
PHYSICAL DEMANDS / EXPECTED HOURS OF WORK
- Largely a sedentary role utilizing a computer for more than 6 hours a day.
- Requires the ability to lift files, open filing cabinets or bend and stoop as necessary.
- Requires the ability to occasionally lift office supplies, materials and equipment up to 25 pounds.
- Must have regular, dependable transportation.
- This position is scheduled from 9am-5pm EST Monday-Friday, and requires individual to be accessible during normal office hours.
- Occasional flexibility in hours is allowed, the employee must work 40 hours each week to maintain full-time status.
- This position does not allow for work-from-home capabilities.
REQUIRED EDUCATION
- High School diploma or GED.
- Minimum of three years’ experience in a paid administrative position.
PREFERRED EDUCATION
- Business Experience
- Non-profit Office Experience
SCAN, Inc. is an Equal Opportunity, Affirmative Action employer.
Salary : $28,800 - $36,400
ADMINISTRATIVE ASSISTANT
Rite of Passage -
South Bend, IN
Administrative Assistant
CAI -
La Porte, IN
Administrative Assistant
ABRO Industries, Inc. -
South Bend, IN
