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Administrative Support Specialist

2 months ago

Rapid City, South Dakota, United States Career Match Solutions Full time
Job Description

Position Overview: This role is integral in delivering WIC services to individuals, families, and communities, ensuring a welcoming atmosphere for exceptional customer service within the office.

Key Responsibilities:

  • Provide comprehensive receptionist support, including drafting and finalizing correspondence.
  • Establish and maintain organized filing systems and databases.
  • Gather and disseminate information while recording financial activities to enhance office operations.
  • Answer phone calls and greet visitors, directing them to the appropriate resources.
  • Review forms and documents for accuracy and completeness.
  • Manage the filing and retrieval of various materials to uphold record integrity.
  • Handle incoming and outgoing mail, ensuring timely communication.
  • Compose letters, memos, and forms as required.
  • Respond to inquiries regarding routine program operations to assist clients and the public.
  • Coordinate travel arrangements as necessary.
  • Collaborate effectively with the WIC Team to support service delivery.

Essential Functions:

  • Deliver services across the entire Local Agency service area.
  • Assist case managers with appointment notifications and cancellations.
  • Retrieve and route office voice messages as needed.
  • Check participants into the WIC-IT system.
  • Scan medical and other documents, notifying case managers accordingly.
  • Distribute mailings and faxes as requested.
  • Review routine documents for errors and ensure completeness.
  • Maintain the Resource Referral List in coordination with the team.
  • Contact participants to verify necessary documentation prior to certifications.
  • Sort and bundle outgoing mail while managing incoming correspondence.
  • Monitor the Office DOH email and forward messages to the appropriate parties.

Knowledge, Skills, and Abilities:

  • Proficient in English grammar, spelling, and punctuation; familiarity with modern office equipment and procedures.
  • Basic bookkeeping skills and proficiency in Microsoft Office applications.
  • Ability to accurately type and summarize data from various sources.
  • Effective communication skills to convey information clearly.
  • Capability to establish and maintain positive working relationships with colleagues and the public.
  • Competence in proofreading and editing arithmetic solutions.
  • Ability to transcribe dictation and formulate logical conclusions from available information.
  • Literacy and language skills to meet the needs of diverse populations.

Work Schedule: Must be available Monday through Friday from 8 AM to 5 PM, with occasional hours outside of this schedule as needed.

Qualifications:

  • Valid Driver's License.
  • High School Diploma or equivalent.
  • Bilingual preference (Spanish).

Benefits:

  • Bi-Weekly Pay
  • 11 Paid Holidays
  • Paid Vacation
  • Paid Sick Time
  • Mileage Reimbursement

Career Match Solutions is an Equal Opportunity Employer.