Program Aide

Job Title

Assists all programs including greeting clients & visitors, answering phones, scheduling appointments, speaking knowledgeably about services and making referrals as appropriate. Also, enters requisitions, manages invoices, files, keeps track of schedules, and assists with other duties. Must be bilingual in Spanish.

Minimum Qualifications

Education: High school diploma or GED. Customer service experience and handling a busy phone system in a similar setting. Bilingual in Spanish required. Excellent customer service and communication skills. Ability to maintain confidentiality and maintain composure. Basic computer skills.

Principal Accountabilities

1. Greets and assists the public and employees with a positive, professional demeanor at all times.
2. Answers the telephone promptly, screens and direct calls accurately, answer questions, takes and routes messages.
3. Serves as a program resource. Provides information to callers/walk-ins about our services as inquiries are made.
4. Sorts and distributes mail in a timely fashion.
5. Schedules and tracks client appointments/cancellations & communicates to service providers as appropriate.
6. Provides basic secretarial support as requested by supervisor and other managers.
7. Ensures the lobby area is clean, orderly and well maintained at all times.
8. Ensures visitor/client/staff sign in policy and procedure is followed. Notifies employees when clients/visitors have arrived as required. Ensures van sign out/in policy is followed.
9. Assists in collecting information needed for reports, client files & billing. May assist with analysis and/or billing.
10. Process Requisitions for approval in a timely manner. Deliver requisitions to accounting/pick up checks if needed.
11. Schedule FedEx pickup for UA's or packages needed to be sent out.
12. Completes other duties as assigned.

Physical and Mental Requirements

Mental Demands: Ability to communicate easily and effectively verbally and in writing, maintain emotional control under stress, maintain confidentiality

Physical Demands: Moderate standing, stooping, bending, and lifting. Prolonged speaking.