Office Administrator

POSITION TITLE: Office Administrator

REPORTS TO: Family Support Service Manager

GENERAL SUMMARY:

The Office Administrator provides clerical and planning support to staff members working on the different programs of the ICAI Hispanic Outreach Center. The Office Administrator is responsible for engaging and directing clients to the different ICAI programs, maintaining and update client’s information, providing information and referrals, and assisting in the promotion of programs and activities. The Office Administrator will work full-time at 40 hours/week. This position involves some evening and weekend hours, which are to be incorporated into the work week.

Primary Duties and Responsibilities:

· Answer incoming calls from clients and community partners

· Assess clients’ needs and make appropriate referrals

· Provide information and referral to other social services agencies

· Maintain sign-in-records and client file

· Provide clerical support such as filing, scanning, retrieving, and sorting the mail, gathering invoices for bookkeeping

· Assist with creation and promotion of program activities

· Assist clients with registration and participation to virtual programs

· Provide scheduling support by booking appointments and preventing conflicts

· Coordinate schedules, appointments, bookings and office staff activities to ensure maximum efficiency

· Assist with event coordination responsibilities

· Ensure the office area is clean and presentable, with all necessary stationery and material (e.g., forms and brochures and paper in copier)

· Maintain office security by following safety procedures and controlling access via the reception desk

· Support in supply coordination between programs and sites

· Support in the coordination of food distribution efforts

· Other duties as assigned by the Family Support Service Manager, Director of Advocacy and Support Services, and/or CEO

Secondary Duties & Responsibilities:

· Attend agency meetings as needed

· Have knowledge of the programs and activities of the Hispanic Outreach Center

· Assist with researching and securing grants

· Provide support with conceptualizing, planning and organizing events from start to finish

· Support with community relations, outreach, and engagement

Qualifications:

• High school diploma required; professional degree preferred
• Administrative and organizational experiences are essential
• This person should possess the ability to communicate effectively in Spanish and English
• Ability to communicate effectively and to work cooperatives with others to solve problems
• Ability to work with people of diverse backgrounds
• A valid FL driver license with proof of insurance, and ability to pass a Level II Background screening is required

Job Type: Full-time

Pay: $43,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Relocate:

• Clearwater, FL 33756: Relocate before starting work (Required)

Work Location: In person