Office Assistant-Bilingual Preferred
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Job Summary
Mid-Willamette Valley Community Action Agency
OUR MISSION: EMPOWERING PEOPLE TO CHANGE THEIR LIVES AND EXIT POVERTY BY PROVIDING VITAL RESOURCES AND COMMUNITY LEADERSHIP.
Our Vision: All people are respected for their infinite worth and supported to envision and reach a positive future.
The Weatherization Office Assistant is responsible for answering phones scheduling intake appointments and screening callers for eligibility and signing clients up for program services. This position assists intake staff during client intake appointments by reviewing clients documentation and helping educate clients on the weatherization program and its potential benefits. The person in this position must be available to work a 10-hour day 4 days a week Monday through Thursday.
MINIMUM QUALIFICATIONS The requirements listed below represent the knowledge skill and/or ability required.
EDUCATION and/or EXPERIENCE
- High School diploma or GED.
- Two years of work experience with one year of office-related employment.
CERTIFICATES LICENSES REGISTRATIONS
- Driver qualification status is not required for this position.
- Candidate must pass a comprehensive MWVCAA background screening prior to employment.
- Candidate must pass pre-employment and random drug/alcohol screenings.
KNOWLEDGE SKILLS AND ABILITIES
- Knowledge of Weatherization products and procedures preferred.
- Demonstrated proficiency in Microsoft Office products like Word Team Outlook and Excel.
- Effectively communicates in both oral and written form
- Ability to follow verbal and written instructions.
- Bilingual English-Spanish preferred.
- To qualify as bilingual staff must pass a bilingual exam demonstrating fluent speaking reading and writing in English and Spanish. Required bilingual staff will receive a pay differential based on language test results.
ESSENTIAL DUTIES AND RESPONSIBILITIES This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.
- Functions as the first point of contact for the program receives and routes calls and visitors to the appropriate parties answers program inquiries and resolves issues according to program policies and procedures.
- Schedules and conducts client intake appointments both in the office and in the field as necessary.
- Thoroughly explains program eligibility qualification requirements to clients and potential applicants as requested.
- Communicates and follows verbal and written instructions i.e. program manuals memos personnel policies handbook etc.
- Processes incoming and outgoing mail.
- Assists with client intake scheduling.
- Assists with client application processing by collecting household information and income documentation; calculating eligibility and answering questions regarding program services; ensures that all required documents are completed.
- Assures accurate and timely processing of client applications and correspondence.
- Informs applicants if additional documents are needed and follows through with the pending/denial process.
- Contacts current clients/applicants to obtain information as needed.
- Maintains computerized client database which includes data entry of client information.
- Maintains organized and accurate documentation.
- Serves as back-up to the Program Specialist in attending community outreach events.
- Provides information and referrals to Community Service Agencies.
SUPERVISORY DUTIES
There are no supervisory duties in this position.
PHYSICAL AND MENTAL DEMANDS
- Specific vision abilities required by this job include close vision and the ability to focus.
- Occasionally lift up to 25 pounds.
- Manual dexterity for handling office equipment.
- Incidental driving may be requested for employees with a personal vehicle and proof of current auto insurance.
- Maintains calm disposition and regulates emotions when clients staff or others may become escalated.
- Regulates emotions and handles pressures of frequent demands for attention time and work tasks.
WORK ENVIRONMENT
- Indoor office work environment with frequent interruptions and demands.
- Working with coworkers/clients over the phone and in person.
- Occasional noise and distractions in workspaces.
- This position requires the ability to maintain a 4-day work week (typically Monday-Thursday) with days consisting of 10-hour work shifts.
MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race religion color national origin sex sexual orientation gender expression age veterans and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process or reasonable accommodations to perform the essential duties of the position please notify a member of our team at .
Required Experience:
Junior IC
Key Skills
- Typing
- Microsoft Office
- Data Entry
- Customer Service
- Computer Skills
- Microsoft Outlook
- QuickBooks
- Office Experience
- 10 Key Calculator
- Front Desk
- Filing
- Administrative Experience
About Company
Serving Marion and Polk counties since 1967 with Head Start, ARCHES, Energy Assistance, and more. Because every person has infinite worth.
