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Office Support Specialist

2 months ago

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

POSITION SUMMARY

The Administrative Operations Associate plays a crucial role in delivering comprehensive administrative assistance for the Heating Assistance Program. This position involves managing a multi-line phone system in a dynamic environment and providing in-person support to clients with inquiries related to the program.

KEY RESPONSIBILITIES

  • Serve as the primary contact for all clients visiting the office.
  • Engage with clients to assess and fulfill their needs, whether within the program's scope or beyond.
  • Handle inquiries related to the Heating Assistance Program via phone, email, fax, or in-person communication.
  • Receive and date stamp all incoming mail pertaining to the program.
  • Collect and date stamp applications submitted by clients.
  • 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.
  • Coordinate appointments and manage the scheduling calendar.
  • Process and distribute client notifications as required.
  • Provide support to clients, ensuring satisfaction and addressing any unresolved issues.
  • Participate in scheduled team meetings to enhance collaboration.
  • Maintain confidentiality of all client, employee, and agency information in accordance with applicable laws and regulations.
  • Ensure adherence to program, agency, and funder requirements, as well as internal policies and procedures.
  • Perform additional duties as assigned.

QUALIFICATIONS AND SKILLS

  • High School Diploma or equivalent; some college education or degree is preferred.
  • A minimum of 2 years of prior experience in an office setting.
  • Proficient in using computers and Microsoft Office applications.
  • Excellent verbal communication skills with a friendly phone demeanor; ability to work collaboratively.
  • Strong organizational skills with attention to detail.
  • Ability to manage sensitive information with discretion.
  • Highly capable of multitasking in a fast-paced environment.
  • Flexibility to adapt to the seasonal nature of the program.
  • Experience working with low-income populations is advantageous.
  • Bilingual candidates are preferred.

ORGANIZATIONAL STRUCTURE

  • This position reports directly to the HEAP Staff Supervisor.
  • Indirect reporting to the HEAP Director and Division Director.
  • No direct reports associated with this role.
  • No indirect reports associated with this role.

PHYSICAL DEMANDS

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

WORK ENVIRONMENT

The Administrative Operations Associate will be positioned at the main reception area, ensuring visibility and accessibility to the public. This role involves direct or incidental interaction with clients participating in various programs administered by the organization. A successful background check is a prerequisite for this position.

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