Office Administrator/Client Specialist

This position supports the Healthy Outcomes through Prevention and Early Support (HOPES) Program staff, leadership, overall operations, and clients in Wharton, Brazoria, and Matagorda counties. The role is based in Wharton, Texas, and requires in-office work daily with no remote options.

Responsibilities

• Develop trusting relationships with program participants using trauma-informed care and a strength-based approach.
• Conduct initial eligibility screenings for individuals seeking program assistance.
• Build and maintain a database of community resources.
• Advocate for eligible participants and provide referrals for those not meeting eligibility requirements.
• Complete intake evaluations for eligible participants, assist in creating service plans, and set up client files.
• Develop and maintain outreach relationships with clients and community partners to improve outcomes.
• Assist in community outreach, networking, and presentations at events.
• Document case notes, submit participant files, complete reports, and enter data into Salesforce.
• Prepare incident reports and perform administrative duties (typing, printing, proofreading, copying, faxing, filing).
• Maintain program and client files, databases, and email correspondence.
• Answer and return phone calls by the end of the business day.
• Assist in grant applications, maintain grant files, donor databases, and prepare reports for audits.
• Stay current with funder guidelines and track expenses, allocating them to appropriate grants.
• Oversee office supplies: recommend, order, and distribute as needed.
• Assist in scheduling, facilitating, and conducting program events (parent education, life skills, family workshops).
• Exemplify customer service by prioritizing the needs of children, parents, and families.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree preferred but not required.
• 1+ years of customer service experience in social services or a related field.
• 1+ years in a customer service-focused environment.
• Valid driver’s license with a clear record.
• Daily access to a vehicle for travel as needed.
• Willingness to travel to various locations as dictated by business needs.
• Must maintain regular and acceptable attendance.