Office Specialist

2 months ago

Southfield, United States Gesher Human Services Full time
Job DescriptionJob Description

JOB TITLE: Office Specialist

DEPARTMENT: Senior Adult Services

SUPERVISOR: Manager, Senior Adult Services

POSITIONS SUPERVISED:

Gesher Human Services is a bridge to hope and opportunity for people at work, at home, and in the community. Gesher’s workforce development, behavioral health, and inclusion programming

serves all Metro Detroiters while meeting the needs of the Jewish community.

GENERAL JOB DESCRIPTION

The Office Specialist is responsible for coordinating daily front desk operations as well as providing ongoing administrative, clerical and billing support for the Gesher Senior Adult Services department. Stationed in the lobby of the Brown Adult Day Program, the Office Specialist is the first point of contact for service inquiries, enrolled participants and their families, and other community stakeholders.

QUALIFICATIONS

Education:

High School Diploma or GED equivalent.

Other:

  • Previous experience as a receptionist or office assistant preferred.
  • Exceptional interpersonal skills to communicate and establish relationships with clients, community and staff.
  • Strong organizational skills, ability to adapt to change, good communication and writing skills and attention to details.
  • High ethical standards and confidentiality related to donor, participant and other information acquired.
  • Intermediate to advanced level of proficiency using Microsoft Office and electronic record management systems.
  • The ability to work as a team as well as independently.
  • Multi-tasking, flexibility, problem solving, patience and the ability to work in an environment with interruptions.

DUTIES AND RESPONSIBILITIES

  • Receive phone calls from public – distribute calls and messages.
    • Greet participants and care partners when they arrive and depart; notify staff.
    • Coordinate changes in participant schedule with care partners and transportation providers
    • Maintain/distribute weekly participant schedules and daily sign-in sheets
    • Phone system management
    • Replenish agency literature and maintain front lobby
    • Communicate with outside providers regarding transportation
    • Monitor program safety and security
  • Coordinate billing for all participants and complete attendance forms and other required electronic documentation for third-party payers.
  • Collect, record and track fee payments.
  • Enter and maintain participant information in the electronic record management system. Produce reports as needed.
  • Create and maintain secure participant files
  • Record minutes at staff and advisory committee meetings
  • Communicate with other agency staff via email and phone
  • Train and work with volunteers as front desk coverage/support
  • Order, track, and distribute office supplies
  • Manage petty cash
  • Participate in special events, holiday celebrations, fundraising events, and agency events.

WORKING CONDITIONS

Environmental conditions:

  • Moderate noise (i.e., business office with computers, phone, and printers, light traffic).
  • Ability to work in a confined area.
  • Ability to sit at a computer terminal for an extended period.

Physical requirements:

  • While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop, kneel to install computer equipment.
  • Specific vision abilities required by this job include close vision requirements due to computer work.
  • Light to moderate lifting in required.

Accommodation(s):

As appropriate and fiscally reasonable.

NON-EXEMPT

This position is non-exempt and eligible for overtime pay in accordance with the Federal Fair Labor Standards Act

The above job description is for general informational purposes only and is not intended to be all inclusive or limiting as to specific duties. The Agency reserves the right to modify, interpret, or apply this job description in any way the Agency desires and in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying the position. The described job requirements are subject to change to reasonably accommodate qualified individuals with a disability.

This job description is not an employment contract, implied or otherwise and any employment relationship remains “at-will.”

Gesher is proud to be an equal employment opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status, or any other applicable characteristics protected by law.

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