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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 Assistant plays a crucial role in delivering comprehensive administrative support for the Heating Assistance Program. This position involves managing a multi-line phone system in a dynamic work environment and assisting clients with program-related inquiries both in person and over the phone.

KEY RESPONSIBILITIES

  • Serve as the primary contact for all clients visiting the office.
  • Engage with clients to understand and address their needs, whether they fall within the scope of the program or not.
  • Respond to inquiries regarding the Heating Assistance Program via phone, email, fax, or in-person communication.
  • Receive and date stamp all incoming mail related to the program.
  • Collect and date stamp applications submitted by clients.
  • Input relevant information 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.
  • Process and send out client notifications as needed.
  • Provide exceptional client support, addressing and resolving any outstanding 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 computer use and Microsoft Office applications.
  • Excellent verbal communication skills with a friendly phone demeanor; ability to work well in a team.
  • Strong organizational skills with attention to detail.
  • Ability to handle sensitive information with discretion.
  • Highly capable of managing multiple tasks simultaneously.
  • Flexibility to adapt to the seasonal nature of the program.
  • Experience working with low-income populations is advantageous.
  • Bilingual candidates are preferred.

REPORTING STRUCTURE

  • This position reports directly to the HEAP Staff Supervisor.
  • Indirect reporting 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; requires 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, ensuring visibility and accessibility to the public. This role involves direct or incidental interaction with clients participating in various programs funded or administered through relevant health and human services offices. A successful background check is a prerequisite for this position.

South Middlesex Opportunity is an equal opportunity employer dedicated to fostering diversity in the workplace.