Receptionist / Admin. Asst. (Bilingual Spanish & English)
2 months ago
- Greet and direct office visitors and clients.
- Answer office telephone line, respond to direct requests for information and/or forward messages to appropriate staff.
- Complete intake forms for organization's various programs and make any appropriate referrals.
- Enters all program data in a timely and accurate manner into Salesforce and other authorized databases and executes regular data imports and exports.
- Enter in the appropriate database client's information, case notes and evaluation information
- Maintains confidentiality of sensitive client data according to Ser Familia's privacy standards.
- Maintain clients' appointment calendar with mental health counseling providers, tele psychiatry, GLADV Program Coordinator, Victims Advocate and Case Managers.
- Prepare materials for meetings and training sessions and other activities of the organization.
- Maintain master calendar of in-house.
- Runs reports in Salesforce to monitor data, communicates with supervisor about inconsistent or incorrect data, and troubleshoots data errors.
- Generates program and grant activity reports
- Assists program staff with client follow-up and other duties, as needed
- Assist with report preparation for private and government grantors
- Produce quarterly, and annual quantitative reports to provide program monitoring and outcome information.
- Assist in the production of program data reports including monthly, quarterly, and annual reports
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Receive and distribute all incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution
- Provide Support to de Safety Office by executing different kinds of Safety Drill to comply with the organization's Safety Policy and keep record of them.
- Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics). Make any in-kind donation request as instructed by Executive Director and coordinating the delivery, pick up and distributions of said
- Perform other duties and responsibilities as requested
Requirements:
- A minimum of two years' College or Technical education. Associate's Degree in Business Administration preferred, but not required.
- At least 2 years of work experience in an office environment.
- Working knowledge of Microsoft
- Strong computer and Technology Skills.
- Ability to enter data into a computer quickly and
- Comfortable with office equipment including a computer, telephone, scanner, calculator, and photocopier.
- Strong attention to
- Ability to think
- Self-starter with excellent verbal and written skills, good organizational, communication, and leadership skills.
- Ability to work in a collaborative team environment as well as work.
- Must be Fully Bilingual: English and Spanish
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