Job description

Summary: The Administrative/Case Assistant provides compassionate assistance to the underserved through reception coverage; including information, referral and follow up for clients, as needed. This position is also responsible for clerical support for the Brewster office.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide direct operational support to the Regional Director and Senior Case Manager and ensure smooth operations of the site.
• Answers telephone, greets visitors, and directs inquiries to the appropriate person.
• Provides information and referral to clients and documents these interactions in the ECM database via the creation of an electronic file.
• Must have the ability to multi-task and complete assignments on a timely basis.
• Completes all client intakes and ensure its timely entry into the ECM database system.
• Create hardcopy case files for new clients.
• Assists with gathering statistics and preparing reports on behalf of the Case Management department and the other program service areas offered from our location.
• Maintains knowledge of current programs and services frequently offered at the site and agency wide.
• Respects confidentiality in discussing client, staff, volunteers, visitors and agency matters.
• Keeps immediate supervisor(s) well informed of any problems and concerns at the site.
• Maintains a secure environment by managing the flow of visitors and participants at the site.
• Assists with calendaring meetings for staff and space within the office.
• Responsible for ordering supplies as approved by supervisor.
• Completes and generates AFPs on behalf of staff expense reports and approved vendor payments
• Sorts and distributes incoming mail.
• Maintains and updates filing system.
• Other duties assigned.

Position Type and Expected Hours of Work:

This is a part-time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday, Wednesday and Friday.

Education and/or experience required:

• Associates degree or a minimum of three years of relevant experience required.

Skills, Licenses, and/or competencies required:

• Bilingual English/Spanish, required.
• Excellent interpersonal, organizational and telephone skills.
• Ability and willingness to work independently and as part of a team.
• Computer and technology proficient, especially with MS Office suite, Excel and Outlook.

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Remain stationary at a workstation and use a computer approximately 95% of the time.
• Remain in a stationary position at a workstation for the purpose of answering incoming calls in real time.
• Ability to operate standard office equipment (i.e., copier, fax, scanner, postage machine and printer).
• Ability to make and respond to phone calls in a timely manner.
• Ability to physically file documents and case records in cabinet.
• Ability to work with the public, some under potentially stressful conditions and communicate with other organizations on their behalf.

Job Type: Part-time

Pay: $21.26 - $23.10 per hour

Schedule:

• Day shift
• No weekends

Application Question(s):

• Are you fully vaccinated against COVID -19?

Education:

• Associate (Preferred)

Language:

• both English and Spanish fluently (Preferred)

Work Location: One location

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