Administrative Specialist - Shelter

Job Description

Job Description

JOB PURPOSE :

The incumbent will perform a variety of support tasks as the receptionist in the Shelter Program at the Siena Francis House. The Siena Francis House administrative specialist projects a positive first impression for anyone who calls or visits our shelter or campus by responding in a professional and supportive manner to inquiries, on the phone or face to face. The Administrative Specialist will connect guests, callers, community partners and other visitors to staff members who can assist them, providing accurate, complete information pertaining to our organization and services. This person will also provide administrative support to other areas or the organization as needed including providing coverage for leave, breaks to ensure operations. The hours of this position are 8:00 AM to 4:30 PM, Monday through Friday; some evenings and weekends may be required for special events.

ESSENTIAL JOB DUTIES (Knowledge, Skills, and Abilities)

• Greet and determine guests’ and visitors’ needs in a professional manner, while monitoring and maintaining security awareness.
• Answer telephone, screen and direct calls appropriately.
• Record and relay messages, as needed.
• Provide organizational information to callers and visitors, while maintaining client confidentiality.
• Provide general clerical support, when needed.
• Provide assistance to guests who are seeking to meet with shelter staff, Case Manager or other staff.
• Maintain a secure environment where guests are escorted at all times in the building by contacting appropriate parties to escort.
• Oversee all activities of the front desk in the shelter.
• Route calls from foundations or funders, media calls, and other calls from the community to the appropriate department or individual.
• Organize and maintain logs and contact data, as required.
• Communicate verbally, electronically, and in writing with members of the community and with the entire Siena Francis House team.
• Work collaboratively with staff, administration, and clients to advance the Siena Francis House mission in a positive, professional manner.
• Perform clerical tasks for the shelter including data entry, tracking management, preparing meeting agendas and minutes, managing resource files and ensuring copies are available for common forms.

JOB REQUIREMENTS

• Excellent communication and interpersonal skills. Pleasant and professional manner of speaking, proficient in the English language – proficiency in Spanish a plus.
• Good writing skills using emails, completing incident reports, and note-taking for meetings. Effective and professional use of e-mail and internet tools, as needed.
• Working knowledge of computers and basic knowledge of Microsoft Office (Word, Excel, Outlook, and Publisher).
• Ability to create and interpret information in spreadsheets using tools such as Microsoft Excel
• Demonstrate an appreciation of diversity and cultural sensitivity in a workplace setting.
• Able to relate to and communicate with at-risk adults from various socio-economic and ethnic backgrounds.
• Excellent team partner, positive attitude; energetic; dedicated to helping the homeless.
• Ability to manage and coordinate multiple tasks by organizing work processes and resources to maximize efficiency.
• Excellent attendance and dependability.
• Ability to maintain confidentiality of information
• Ability to type 30 words per minute.
• Other duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

• High School Diploma or GED required.
• Two years of previous work experience performed with similar responsibilities.
• Ability to work with Microsoft office products.
• Excellent communication and interpersonal skills.
• Ability to relate to, and to work and communicate with at-risk adults from various socio-economic and ethnic backgrounds.

WORK ENVIRONMENT :
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is an office setting with varying degrees of temperatures and noise levels.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
Siena Francis House provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Siena Francis House is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit: -verify/employees

PHYSICAL DEMANDS :
The physical demands described here are representative of those that must be met by an employee to be 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 is regularly required to stand, walk, use hands to finger, handle, or feel, lift and/or move up to 20 pounds, and talk and hear. The employee is occasionally required to sit, and reach with hands and arms. The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress. Specific vision abilities required by this job include close vision.