Program Assistant

About the Role

To provide exceptional customer service to both external and internal customers. To create a positive first impression for callers and visitors and provide a prompt and correct response to each.

Responsibilities

• Answer multi-line telephone system in a prompt and professional manner:
  • Route the in-coming call to the appropriate party.
  • Ensure messages are complete, accurate, and transmitted to the appropriate person.
  • Screen calls when requested.
  • Be knowledgeable of department’s staff and what calls are referred to which staff for efficient handling.
  • Be knowledgeable on the purpose and general operation of various programs directed by the clinic to intelligently communicate data to visitors.
• Responsible for scheduling appointments, meetings, and agenda items.
• Welcome and greet visitors in a friendly and professional manner. Determine the nature of the visit and promptly notify the appropriate staff of the visitor’s arrival.
• Maintain a neat, inviting, and professional appearance in the lobby and public areas on the ground floor. Keep the front desk orderly and professional. Do not eat meals at the Reception Desk or in the Reception Office.
• Receive and sign for deliveries and notify the recipient. Redirect clients to locations for services not offered in the Main Office building.
• Perform administrative duties and/or other duties assigned in an accurate and timely manner.
• Maintain building security by locking and unlocking doors as necessary; identifying visitors and controlling access to office areas.
• Other duties as assigned.
• Demonstrate exceptional customer service in everything you do by placing the child, family, Veteran, or client first to support the mission to "Empower people to build better lives for themselves, their families, and their communities."

Requirements

• High school diploma or equivalent and 3-5 years of related experience.
• 3–5 years of strong administrative/clerical experience (5+ years preferred).
• 2-3 years of supervisory experience preferred.
• 2-3 years in a customer service-focused environment preferred.
• Must maintain regular and acceptable attendance as determined by the employer.
• Valid Driver’s License with a clear record.
• Must have daily use of a vehicle without prior notice.
• Must be available and willing to travel to various locations as business needs dictate.
• Must be available and willing to work nights, weekends, and holidays as required to meet business needs.