Administrative Aide

Description

CCAP Mission Statement - To empower all people and communities, challenged by poverty as well as social and cultural barriers, through advocacy, education, and access to high quality health and human services. 

JOB SUMMARY:

Assist program coordinator with daily operations of the weatherization department. Customer assistance, complete intake assessments, data entry, schedule appointments, and stock and inventory for required materials. Assures the steady flow of incoming calls and returns voicemails in a timely fashion, respond to client inquiries and keeps up to date with data entry. Maintains an adequate supply of all needed forms and paperwork for staff. Files and schedules appointments. The perfect fit for this position is a person who is non-judgmental, well organized, and has excellent communication skills. 

WORK SCHEDULE DEMANDS:

This is a full-time, 40 hours per week, position unless determined differently by the Vice President, Social Services. Due to the nature of the job, this individual must be flexible with their schedule to accommodate the client population. May be required to work at any CCAP location.  

KEY RESPONSIBILITIES:

Include but may not be limited to the following: 

• Provide general administrative assistance including answering phones, managing emails and scheduling home audits. 
• Data Entry- Accurately enter and maintain client information in relevant database. 
• Organize and ensure all documentation is complete and in the proper section. 
• Assist with client inquiries, provide information about the program and provide status updates. 
• Support the coordination of jobs with subcontractors to ensure jobs are scheduled in a timely manner. 
• Provide updates to managers as needed. 
• Ensure that all invoicing and billing complies with program regulations, policies, and procedures.

CONFIDENTIALITY OF INFORMATION:

Has full access to program files. Maintains the confidentiality of all materials in accordance with State and Federal laws and CCAP policies and procedures. 

Requirements

REQUIRED QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

• High School Diploma or equivalent
• Proven experience in an administrative role in a social service or non-profit setting. 
• Proficiency in Word, Excel, and Outlook and computer literacy 
• Attention to detail
• Strong organizational skills and detail oriented. 
• Excellent communication skills; verbal and written.
• Experience with customer service and client relations. 
• Knowledge of local, state, or federal weatherization programs; preferred
• Bilingual in Spanish; preferred 
• Provide/maintain all required immunizations and/or vaccinations

PHYSICAL EFFORT / ENVIRONMENT:

The physical demands described here 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. While performing the duties of this job, the employee must be able to sit, walk, stand, squat, and bend unassisted. The employee frequently is required to use hands, fingers, handle or feel objects, tools or controls and reach with hands and arms. The employee must occasionally lift and / or move up to 70 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The work environment will change frequently as it is directed by client homes. The individual will have a comfortable workspace at 311 Doric Avenue with a desk, chair, telephone, computer, etc. You may be exposed to blood borne pathogens, respiratory diseases and other infectious diseases, and other biohazardous material requiring universal standard precautions. This position requires the individual to have a current unrestricted license to drive, documented auto insurance and the individual must be willing to work in client’s homes and the community. 

CCAP is an Equal Employment Opportunity employer and is committed to providing equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, status as a protected veteran