Administrative Assistant (Galesburg)

General Purpose of the Position: Responsible for reception, answering phone calls, scheduling appointments, filing, and related duties.

Supervisors Title: LIHEAP Director

Supervisory Responsibility: None

Essential Functions of the Job:

• Provide high-quality in-person and telephone customer service. Demonstrate and further a culture of trauma informed care.
• Responsible for clerical functions, including photocopying, filing, faxing and mail processing.
• Responsible for answering phone calls, chats, and other modes of customer communication, and serving as office receptionist, including providing clients with program information and referrals.
• Responsible for scheduling a variety of appointments and mailing necessary appointment forms.
• Provide eligible clients with program services as needed and as directed.
• Maintain and update all relevant program forms.
• Responsible for maintaining an adequate filing system.
• Distribute mail as directed.
• Complete assigned trainings as necessary to meet employment and programmatic requirements.
• Other duties as assigned.

Physical Demands:

• Must be available to perform the essential functions of the job whenever scheduled to work.
• Must be able to move about the office to supervise staff, meet with customers, and visitors, and operate common office equipment.
• Must be able to remain in a stationary position to work on a computer and answer phones.
• Must be able to pick up and hold documents and other common office items.
• Must be able to communicate and converse with customers, coworkers, and visitors to implement the mission of the Agency.
• Must be able to operate a computer to record and report data and to communicate with staff, customers, volunteers, and community partners.
• Must be able to use a telephone to communicate effectively with customers, coworkers, and community partners.
• Must be able to operate a motor vehicle to provide administrative duties such as going to the post office, shopping for needed supplies, and traveling to trainings or meetings.

Protective Equipment: None.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to modification to reasonably accommodate individuals with a disability.

Minimum Level of Education/Experience Required: High school diploma or equivalent, and previous clerical or reception experience.

License or Certification Required: None