Office Support Staff

 GENERAL STATEMENT OF DUTIES: 

Creates a comfortable, friendly and professional environment for all individuals served by the agency, visitors and other employees. Provides communication flow for the office.  Ability to provide and track accurate messages. Capable of using a multi-line telephone system. Supports the organization through document processing, information routing and tracking, and office operations. Identifies opportunities for improvement and actively participates in
their implementation. 

QUALIFICATIONS :

Ø Education: 

§ Minimum High School diploma, GED or working toward graduation or completion.  

Ø Experience: 

§ Must be experienced in the operation of a multi-line telephone system. 

§ Experience with customer service.  

Ø Knowledge, Skills and Abilities:   

• Ability to communicate, verbally and in writing, in a clear, and concise manner. 
• Knowledge of computer, word processing and data entry. Typing speed minimum of 40 words per minute.  

Ø Requirements: 

§ Applicant must be at least 16 years of age. 

§ Must have three acceptable references per Spectrum Community Services requirement. 

§ Ability to successfully complete training(s) as required for the position. 

§ Applicant must have a current valid driver’s license. 

§ Completion of the personnel hiring requirements specified in the Conditional Job Offer. 

RESPONSIBILITIES 

Is familiar with population being served and creates a welcoming environment for everyone.  

Is supportive to everyone at job site and at other locations.

Is knowledgeable about paper flow distribution within the office.

Provides support to other staff in preparing or sending outgoing communications.

Provides technical support to others on the operation of office equipment.

Presents a positive agency impression as the primary greeter for guests.

Provides assistance and or directing/forwarding telephone calls/messages, guests, other communications to other staff in a helpful and friendly manner. 

Updates individuals’ information, agency data and distributes.

Assists with office facilities management and office equipment usage. 

• Completes word processing. 
• Regularly updates reports information such as: consumer information. 
• Maintain conference room calendar for availability of meeting room availability. 
• Processes and routes information such as: incident reports, mail, faxes. 
• Assist in the creation and upkeep of all files. This may include: setting up new files, ongoing filing, closing files…ect. 
• Responds to information seeking calls and directs telephone calls. 
• Provides assistance to applicants. 
• Maintains adequate supply of agency forms. 
• Ensures office appearance is clean and organized, including lobby area. 
• Completes all other duties as assigned by Administrator. 
• Plan daily on how tasks are to be completed. 
• Monitors office processes and looks for accuracy, efficiency and system improvement.
• Participates in implementation of Continuous Quality Improvement plans.