Client Services Assistant - Albany, United States - Alliance For Positive Health

Description

Responsible for greeting clients/visitors, answering agency phone system, data entry, supply order/ distribution, food pantry distribution and general clerical functions to support agency staff.

• Incorporate best practices regarding confidentiality into all job duties and communications in accordance with Article 27F, Alliance for Positive health policies and procedures, and other applicable regulations. Observe and abide by the HIV Confidentiality Law.

• Welcomes clients into the office and ensures that they are assisted appropriately by program staff. Conscientious for how long clients have been waiting in the waiting area. Communicates frequently with clients even if to just be a listening ear for them. Ensures that assisting clients is the forefront of providing a warm and welcoming environment.
• Welcomes visitors and staff to the office by warmly greeting them inperson. Ensures Agency signin for visitors and walkin testing procedures are followed.
• Provides assistance and guidance for individuals that may not speak English. Coordinates with Spanish staff for assistance or uses technology to communicate if needed.
• Always answers main phone line in a professional and courteous manner. Connects all incoming calls to the correct department and/or person, takes/relays messages and/or contacts staff, as necessary.
• Assists with intake/referral process for potential clients by being knowledgeable of all agency programs and where to appropriately send an individual when needed.
• Manages incoming/outgoing mail (including UPS, FedEx, etc.), maintain equipment, postage level and supplies.
• Monitors and disseminates incoming fax transmissions via the agency electronic system.
• Ensures all common areas (staff kitchen, meeting rooms, reception, clientwaiting area, and mailroom) are kept clean and professional. This includes cleaning tables, refrigerators and microwaves as needed.
• Assist in managing meeting room calendars when needed.

• Manages distribution of the food pantry and resource pantry to clients and public and keeps food pantry bags stocked. Keeps record of food handed out and counts food weekly for ordering purposes.
• Collects, coordinates, orders, monitors & maintains office supply inventory for Albany office. Prepares purchase order(s) for approval. Ensures all Albany floor workareas are stocked with paper and office supplies. Assists with ordering items for all office locations when approved purchase orders are received.
• Prepares needed items for new hires.
• Records closed client files and assists with files in storage.
• Prepares rent letters for STAI grant monthly.
• Assists with special events only a few late nights/weekends.
• Performs other related duties as assigned.

• High School diploma/GED; Associate degree preferred
• Minimum one year experience with office phone system and front office support
• Valid, unrestricted driver's license
• Intermediate proficiency with Microsoft Office Word, Excel and Outlook. Kindful a plus
• Typing/data entry skills: minimum 50 wpm/10,000 kph; 90% accuracy rate
• At least 3 consecutive total years of experience working within a similar office environment
• Professional verbal and written communication skills

• Ability to interact with people from diverse backgrounds within a climate of mutual respect, inclusion, enrichment, and growth
• Some knowledge of the Spanish language
• Strong organizational skills; ability to manage multiple tasks
• Ability to work independently
• Excellent verbal and written communication skills
• Excellent interpersonal skills to handle phone calls, clients, visitors and staff
• Ability to take direction and flexibility to deal with fast paced office
• Excellent customer service skills
• Outstanding organizational skills

• 
  Diverse and accepting atmosphere
• We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status._