POSITION TITLE: Administrative & Program Support Coordinator
LOCATION: 393 Main Street, Greenfield
155 Pleasant Street, Northampton?
SUPERVISOR: Office Manager & Executive Assistant
Oversee the reception area at 155 Pleasant Street and 393 Main Street, including phone calls, scheduled appointments, greeting visitors and clients to the building, and drop-in visitors who may need information for services. Manage the office space in regard to ordering supplies, obtaining quotes for projects, and addressing maintenance issues with Facilities Department. Provide general support to Administration staff in managing key projects and act as one of the primary phone receptionists for Community Action. The Administrative & Program Support Coordinators will each have a primary site and serve as back up and support for both sites. Provide support to Departments upon request.
- Act as primary phone receptionist for the agency, triage calls and transfer to applicable program as appropriate, and provide basic community agency and program information as needed.
- Access Community Services resource lists, including Look4Help, 211, and Aunt Bertha, and other community agency resources/brochures to refer individuals as needed.
- Serve as primary receptionist for visitors, clients/participants, vendors to 393 Main Street, Greenfield/155 Pleasant Street, Northampton
- Obtain and maintain information about community services and online resources, including Look4Help, 211, Aunt Bertha.
- Respond to agency information and services through electronic requests (email@example.com). Triage as appropriate.
- Participate in community outreach events promoting CAPV services.
- Act as the primary contact for facility matters for 393 Main Street and 155 Pleasant Street, Northampton.
- Follow Facilities Department procedures submitting facility requests through Facility Dude and monitor status, provide regular communication regarding status to others involved as needed.
- Participate in Fuel Assistance and Community Resources & Advocacy trainings, and team meetings to stay current with program protocols.
- Answer Fuel Assistance program calls, providing information about the program, application process, and status of applications.
- Utilize Fuel Assistance database and spreadsheets as needed to provide accurate and timely information.
- Provide direct assistance with agency events and seasonal projects (staff appreciation events and annual meeting) including managing attendees RSVPs, preparing nametags, coordinating venue, caterer, other guests if applicable, and set up and take down.
- Act as liaison with Post Office; coordinate daily delivery to post office and manage bulk mailings as needed.
- Provide support for all office equipment (printers, phones, faxes, copiers, etc.). Includes troubleshooting problems, providing staff training, responding to staff questions, coordinating repair requests, and performing regular machine maintenance.
- Act as primary contact for office supply vendors. Manage and monitor inventory of agency office supplies.
- Make online purchases utilizing agency credit card as requested; comply with Fiscal policies and procedures.
- Manage agency business card orders (semi-annually).
- Maintain an inventory of agency marketing materials and order supplies as needed. Ensure Community Action sites have materials.
- Respond to requests for agency marketing materials by community organizations.
20. Develop relationships with local vendors and obtain competitive quotes as needed for new materials.
21. Assist with preparing monthly Board of Director’s meetings.
22. Assist all departments and programs with copying, collating, mailings, data entry, and other administrative and clerical tasks.
23. Provide data entry support for programs.
24. Coordinate conference travel arrangements for leadership team as needed.
25. Required to travel regularly throughout the CAPV service area, specifically to Northampton and Greenfield to provide coverage at 393 Main Street, Greenfield, and 155 Pleasant Street, Northampton.
26. Maintain strictest confidentiality.
27. Comply with agency and funders’ paperwork requirements and procedures.
28. Attend regularly scheduled supervision meetings, team meetings, mandatory agency trainings, and participate in professional development activities.
29. Perform related work as required.
This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the agency.
- Associates degree in related field or Office Administration Certificate.
- Three years of customer service in the human service environment, working with individuals and families that have low incomes.
- Experience in office administration and project coordination.
- Bi-lingual/Bi-cultural preferred (Spanish).
- Notary preferred.
- Additional appropriate education may be substituted for 1 year of experience or
- Additional directly related experience may be substituted for education.
- Excellent customer service.
- Proficient computer skills with a focus on Microsoft Outlook, Word, and Excel, using a mouse, desktop computer, laptop, and/or tablet.
- Familiarity with Google web tools such as Search, Maps, and Forms.
- Computer and technological literacy, able to learn new software, databases, website editor, and troubleshoot basic computer, camera, projector, etc. challenges.
- Able to create and maintain organizational systems for physical space, paper files, and digital storage.
- Accuracy and high attention to detail.
- Excellent verbal (in-person and phone) and written communication skills.
- Excellent organizational skills, time management, attention to detail, and ability to prioritize.
- Demonstrated ability to work independently with minimal supervision and to complete projects in a timely manner in a fast-paced environment.
- Demonstrated ability to communicate and work effectively with diverse populations, including adolescents, parents, adults, co-workers, and community collaborators.
- Ability to refer clients to area resources for those experiencing homelessness, food insecurity, and in need of other services.
- Ability to perform basic math functions (addition, subtraction, multiplication, division, decimals, percentage).
- Understanding of data capture and tracking methods.
- Sensitivity to cultural and socioeconomic diversity and the needs of individuals with low incomes.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Requires sitting for long period.
- Working in office environment.
- Frequent bending and stretching required.
- Extensive use of telephone required.
- Manual dexterity required for use of calculator and computer keyboard.
- Must be able to lift from 20 – 30 lbs.
- Specific vision abilities required by this job include vision, color vision and the ability to adjust focus.
- The work environment includes indoor office environments or comparable spaces, and community spaces, with occasional exposure to outdoor weather when traveling to outreach or meeting sites. The noise level varies by site.
Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and very three years. Evidence of a good driving record and ability to be covered under Community Action’s non-owned and hired vehicle policy.