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Administrative Assistant

at Fedcap in Oxford, Maine, United States

Job Description

Families Forward, member of The Fedcap Group, is looking for a mission-driven, organized and tech-savvy person to join our team as an Administrative Assistant! This front-facing, customer service based role will be the first person to greet our visitors when they arrive, and the last person they see before leaving. A warm personality, helpful attitude, and friendly demeanor are all qualities that we are looking for in the person who is hired for this role. The Administrative Assistant will work out of our Oxford, Maine opportunity center location(aka the “South Paris, Maine” location, since it’s on the line), is a critical member of the profram team, and will be an ambassador for Fedcap at all times!

Position Key Highlights:

+ Earn a minimum 40K + (starting) pay in this amazing role where you will be an essential member in our team which help participants from the local community in a unique way to improve their economic stability and that of their family!

+ This position hours are full-time, during the office hours of Monday – Friday, 8:00am – 5:00pm.

+ Families Forward offers all full-time employees a comprehensive benefits package, as well as on the job training, professional development initiatives, and REAL opportunity for advancement!

+ Apply today to be considered and contacted by a member of our recruiting team!

Position Summary:

The Administrative Assistant works as part of a team performing a variety of customer service and administrative tasks to support daily program operations and achievement of overall contract requirements. They play a pivotal role in the engagement of program participants in fulfilling their program requirements. Key responsibilities include conducting pre-calls and sending out reminders to participants about their scheduled orientations and verifying participant engagement in scheduled activities, collecting required documentation, and providing resources to participants who are having difficulty adhering to program requirements.

Essential Job Functions:

+ Upholds all agency policies and expectations in performing their job.

+ Warmly greets every visitor to their Opportunity Center.

+ Runs reports in Fedcap CARES and uses data to plan daily tasks.

+ Warmly answers and directs calls.

+ Schedules participants for appointments with Families Forward staff.

+ Conducts calls to program participants to remind them of orientation and other appointments.

+ Collects and time stamps documentation provided by program participants.

+ Mails outreach letters to program participants who have missed activities.

+ Mark participant attendance for internal and external activities.

+ Identifies and orders needed office supplies.

+ Ensures the reception area is always covered.

+ Ensures phones are always answered.

+ Represents Fedcap and Families Forward with all stakeholders and in the community in a positive and professional manner.

+ Perform other related duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities.

Education and Experience:

+ High school diploma, GED or equivalent education and/or experience.

+ Some College preferred.

+ Demonstrated track record for providing exceptional customer service.

+ Valid driver’s license, required.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

+ 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. While performing the duties of this job, the employee is regularly required to talk or hear.

+ The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

+ This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. A general knowledge of computers and software that is commonly utilized in business environments is required and will be discussed upon engagement with a recruiter following applying to this job and being selected as a possible candidate.

Equal Opportunity Employer

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Job Posting: JC261677778

Posted On: Jun 23, 2024

Updated On: Jul 12, 2024

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