Family Support Assistant

Family Support Assistant

The Family Support Assistant provides administrative and program support to staff within the Guadalupe Centers (GCI) Family Support Building. This position serves as a front-line point of contact for clients and visitors and is responsible for receptionist duties, client pre-screening and intake support, routing incoming calls to appropriate departments, providing information and referrals, and assisting the Family Support team with administrative and operational tasks.

Essential duties and responsibilities:

• Client and Front Office Support
• Operate the phone system for the Family Support Building, log incoming calls, and route calls to the appropriate program areas, including Substance Use, Family Support, Mental Health Support, and Workforce Development.
• Serve as a primary point of contact for clients, visitors, staff, and departmental teams by providing information, referrals, and general assistance.
• Assist clients with AHAVA registration packets and maintain a ledger for individuals ineligible for Guadalupe Centers, Inc. services.
• Manage client sign-in sheets and help maintain a welcoming, organized, and professional front office environment.
• Schedule food pantry appointments and verify client eligibility requirements.
• Records, Program, and Administrative Support
• Maintain accurate client records and required documentation, including Mental Health Therapy Registration spreadsheets and data entry into the Management Information System (MaacLink).
• Provide administrative support related to client files and records, including scanning, filing, copying, faxing, emailing, and organizing documents.
• Assist with food pantry operations, including inventory and replenishment, daily temperature logs, and food delivery as needed.
• Prepare purchase orders to submit to the Accounting Department.
• Collaborate with staff across program areas to support and enhance service delivery.
• Office and Departmental Coordination
• Provide administrative support to the Director of Family Support, including calendar management, office coordination, and preparation of documents, correspondence, and other materials.
• Maintain office supplies and coordinate with Facilities or IT for equipment, meeting, and workspace setup.
• Support preparation and on-site coordination for internal and external meetings and events.
• Perform other related duties as assigned.

Qualification Requirements:

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

• High School Diploma or GED required.
• Bilingual in English and Spanish (oral and written) required.
• At least one (1) year of experience in a social service, administrative, reception, or office support setting required.
• Proficiency in Microsoft Office Suite, Google Workspace, and standard office equipment required.
• Strong communication, organizational, and customer service skills required.
• Ability to maintain confidentiality and work effectively with diverse populations in a respectful and professional manner.
• Ability to pass a background check and drug screening.

Preferred Qualifications:

• Associate's degree in Social Services or a related field preferred.
• Additional experience in a nonprofit, human services, or community-based setting, preferred.
• Knowledge of community resources and culturally responsive service delivery preferred.
• Availability to work occasional evenings or weekends as needed.

Working Conditions:

This position operates primarily in a professional office environment within a human services nonprofit setting and requires frequent interaction with clients, visitors, staff, and community partners. The role supports multiple program areas and may involve work in reception, administrative, and service-related spaces, including client intake and food pantry support areas, as needed. The work environment may be fast-paced and requires the ability to manage frequent interruptions, multiple priorities, and emotionally sensitive situations with professionalism, discretion, and cultural responsiveness. The employee must maintain confidentiality and foster a welcoming, respectful, and inclusive environment for all individuals served. Occasional evening or weekend work may be required to support agency operations, meetings, or events.

Physical Requirements:

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may enable individuals with disabilities to perform the essential functions. This position also requires regular talking and hearing. This job's specific vision abilities include close vision, such as reading handwritten or typed material and adjusting focus. Also, the position requires distance, color, peripheral, and depth perception vision abilities. The position requires the individual to meet multiple demands from several people and interact with other staff. The employee must stand, walk, use hands to finger, handle or feel; and reach with hands and arms. This job requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Equal Opportunity Employer:

GCI is committed to a policy of equal opportunity for all employees and applicants for employment without regard to race, religion, color, creed, ancestry, age, sex, gender, national origin, marital status, pregnancy, citizenship, disability, genetic information, veteran status, service member status or any other category protected by federal, state or local law. Preventing discrimination is the responsibility of every employee in the way employees treat and interact with one another. Therefore, GCI expects all work relations to be business-like and professional, free of bias, prejudice, harassment and/or discrimination. GCI's policy of Equal Opportunity extends to all conditions of employment including, but not limited to, recruitment, hiring, placement, training, compensation, discipline, transfers, separation, layoff, recall, leave of absence and promotion. GCI will not tolerate any discrimination in the workplace, and it is expected that any employee who believes they have been subjected to any practice that appears to be inconsistent with this policy will contact Human Resources. Improper interference with the ability of GCI's employees to perform their expected job duties is not tolerated. GCI encourages reporting of incidents or concerns regarding discrimination to the Director of Human Resources, so that prompt and constructive action can be taken. There will be no retaliation or adverse action against an employee for raising an issue or complaint pursuant to this policy. The report will be investigated to determine what, if any, responsive action is necessary and appropriate. Any employee found responsible for an inappropriate or discriminatory act will be subject to disciplinary action, up to and including separation.