Copy of Administrative Support Specialist

Family Services of the Merrimack Valley•Lawrence, MA

6d•Onsite

About The Position

Family Services of the Merrimack Valley (FSMV) is seeking a bilingual (English/Spanish) Administrative Support Specialist to provide administrative and program support for its Family & Community Resource Center (FCRC). The Administrative Support Specialist is responsible for managing reception desk operations, assisting families and community members, conducting informal screenings, providing information and referrals, coordinating program logistics, maintaining program data, and supporting the day-to-day administrative needs of the FCRC. The position also supports the FCRC's outreach and communications efforts by creating and distributing the monthly calendar of activities, newsletters, marketing materials, email communications, event invitations, and social media content.

Requirements

Bilingual fluency in English and Spanish, with strong verbal and written communication skills in both languages.
High school diploma or equivalent required.
Minimum of two years of relevant administrative, office, customer service, or related experience.
Demonstrated proficiency in data collection, data entry, recordkeeping, and database management.
Proficiency with Microsoft Outlook, Word, Excel, SharePoint, Microsoft Forms, Adobe Acrobat, and other office technology, with the ability to learn new software applications.
Experience using Customer Relationship Management (CRM) systems or similar databases.
Strong organizational, time-management, and decision-making skills, with the ability to prioritize multiple responsibilities while maintaining accuracy and attention to detail.
Strong interpersonal and customer service skills, with the ability to maintain a friendly and professional demeanor and remain composed in a busy environment.
Demonstrated cultural responsiveness and ability to work and communicate respectfully and effectively with diverse children, families, community partners, and agency staff.
Ability to maintain confidentiality and appropriately handle sensitive information.
Ability to work two evenings per week and one Saturday per month.
Access to reliable transportation and the ability to travel locally and throughout Massachusetts for agency and program-related business.

Nice To Haves

Additional college-level coursework or training in office administration, office technology, business, or related field preferred.
Experience working effectively both independently and as part of a collaborative team.
Experience supporting LGBTQ+ youth and families inclusively and respectfully.
Knowledge of Lawrence and the Greater Lawrence community, including resources available to children, youth, and families.
Experience with office management, administrative procedures, social media, and marketing communications.

Responsibilities

Coordinate reception desk operations, including answering phones and greeting and assisting clients, families, community partners, and visitors in a professional and welcoming manner.
Conduct informal screenings in person or by phone for individuals and families seeking assistance and connect them with appropriate FCRC services and community resources.
Provide information and referrals to clients, families, community partners, and other agencies as needed.
Perform administrative and clerical duties that support FCRC programs and activities, including coordinating food orders, participant transportation, and childcare arrangements.
Collect, maintain, and enter required program and client information into agency databases, files, forms, and other data collection systems accurately and in a timely manner.
Create and manage written and visual content for the FCRC's social media platforms, including Facebook and Instagram.
Develop and distribute FCRC communications and marketing materials, including the monthly newsletter, event invitations, Microsoft Forms, flyers, and monthly calendar of activities.
Assist with scheduling, coordinating, and promoting FCRC programs, activities, meetings, and special events.
Order program and office supplies and work with vendors and FSMV staff to maintain accurate systems for tracking accounts payable, expenses, and inventory.
Provide English/Spanish verbal interpretation and written translation support for FCRC/FSMV staff, clients, families, and community partners as needed.
Maintain confidentiality and handle sensitive client and agency information in accordance with agency policies.
Participate in staff meetings, training, and other agency activities as required.
Perform other administrative and program support duties as assigned.