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Program Support Specialist

3 months ago

Richmond, United States HumanKind Full time
Job DescriptionJob Description

POSITION SUMMARY:

The Program Support Specialist plays a crucial role in welcoming and aiding visitors, managing online inquiries, handling incoming calls, and providing administrative support to statewide Economic Resource Center (ERC) and Treatment Foster Care (TFC) Program in Richmond. This role involves handling confidential tasks under supervision while also requiring the ability to work independently with flexibility, initiative, maturity, and decision-making within agency guidelines. Additionally, the Specialist is tasked with scheduling facility rooms, managing generally facility maintenance requests, and delivering exceptional customer service to a diverse clientele.

DUTIES AND RESPONSIBILITIES:

  • Serve as primary point of contact for clients, offering independent assistance and ensuring an outstanding customer service experience.
  • Respond promptly to inquiries, offering information on HumanKind’s program offerings.
  • Track client assistance and support team members in capturing statistical data.
  • Manage invoicing and reimbursements for TFC-Richmond and ERC locations, processing client payments and recording gift card transactions/pantry disbursements.
  • Collect and process fees, maintain accurate records of funds received, and manage cash drawer operations.
  • Handle routine administrative tasks for both TFC Richmond and ERC including form completion, letter writing, operating office equipment, mail management and other tasks.
  • Oversee facility management at Richmond location, including liaising with cleaning staff, managing maintenance requests.
  • Coordinate room reservations and setups for meetings and events at both TFC and ERC facilities.
  • Assist with program marketing efforts, including outreach activities and informational presentations.
  • Conduct reference calls for Foster Parents and Professionals.
  • Handle admissions alerts and ensure foster family additions to the accounting system for payment processing. Process background check, training, and clothing reimbursements for Foster Parents and HumanKind employees.
  • Update various documents including reference guides and Presley Ridge items and listings for TFC program needs.
  • Manage inquiries and donations for first night bags, purchasing items as necessary and organizing bag contents.
  • Various other tasks such as business card ordering, AOC update emails, reference calls
  • Collaborate with Finance to address inquiries and resolve payment-related issues.

KNOWLEDGE AND ABILITIES:

  • Demonstrated knowledge and experience with standard office and clerical procedures, current office technology and computer programs/applications including Microsoft Suite, Excel, Power-Point.
  • Effectively communicate written and verbally to a diverse range of people.
  • Work with and relate to a broad range of clientele.
  • Ability to work effectively and respectfully in a team environment with a diverse group of coworkers and program staff.
  • Maintain client information confidentiality.
  • Ability to manage multiple projects and various deadlines simultaneously and meet all deadlines.
  • Maintain good organizational and communication skills.
  • Be attentive to detail and handle multiple priorities.
  • Deal tactfully with clients and the general public and work with minimal supervision.
  • Flex time around the needs of the program.
  • Excellent organizational skills and attention to detail.

MINIMUM QUALIFICATIONS:

  • High School diploma or equivalent; associate degree or beyond preferred
  • One to two years of experience with program administration and office duties.
  • Valid Driver's License and acceptable driving record.
  • Complete, pass and maintain all required background checks and pass drug test