Office Support Specialist

2 weeks ago

Framingham, Massachusetts, United States South Middlesex Opportu Full time
Job Overview

POSITION SUMMARY

The role involves providing comprehensive administrative assistance for the Heating Assistance Program. This includes managing a multi-line phone system in a dynamic environment and assisting clients with inquiries related to the program.

KEY RESPONSIBILITIES

  • Serve as the initial contact for all clients visiting the office.
  • Engage with clients to understand and fulfill their needs, whether related to the program or not.
  • Respond to inquiries regarding the Heating Assistance Program via phone, email, fax, or in-person.
  • Receive and date stamp all correspondence related to the program.
  • Collect and date stamp incoming applications for assistance.
  • Input relevant data into the computer system accurately.
  • Gather necessary forms and documentation from clients.
  • Review submitted information for completeness to ensure compliance with program guidelines.
  • Schedule appointments and manage the calendar efficiently.
  • Prepare and send client notifications as required.
  • Provide support to clients, ensuring their satisfaction and addressing any unresolved issues.
  • Participate in scheduled team meetings and contribute to team objectives.
  • Maintain confidentiality of client and agency information in accordance with legal requirements.
  • Ensure adherence to program and agency policies and procedures.
  • Perform additional duties as assigned.

QUALIFICATIONS AND SKILLS

  • High School Diploma or equivalent; some college education or degree preferred.
  • A minimum of 2 years of prior office experience is required.
  • Proficient in computer use and MS Office applications.
  • Excellent verbal communication skills with a friendly phone demeanor; must be a team player.
  • Strong organizational skills with attention to detail.
  • Ability to handle sensitive information with discretion.
  • Proficient in multitasking and managing various responsibilities.
  • Flexibility to adapt to the seasonal nature of the program.
  • Experience working with low-income populations is advantageous.
  • Bilingual candidates are preferred.

ORGANIZATIONAL STRUCTURE

  • Reports directly to the HEAP Staff Supervisor.
  • Indirectly reports to the HEAP Director and Division Director.
  • No direct reports for this position.
  • No indirect reports for this position.

PHYSICAL DEMANDS

  • Ability to operate office equipment, with mobility for sitting and standing.
  • Must be able to lift items weighing up to 5 lbs.
  • Capability to sit or stand at a desk for extended periods.

WORK ENVIRONMENT

The Administrative Assistant for the Home Energy Assistance Program will be stationed at the main reception area of the agency, where they will have continuous visibility to the public. This position entails direct or incidental interaction with clients participating in various programs funded or managed by the Executive Office of Health and Human Services. A successful background check is a prerequisite for this role.

We are an equal opportunity employer committed to fostering diversity in the workplace.

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