Communications Specialist

PANHANDLE COMMUNITY SERVICES•Dalhart, TX

4d•$17 - $17•Onsite

About The Position

The Communications Specialist provides administrative support to the organization and is primarily responsible for ensuring the efficient flow of information between clients, visitors, and other guests of the organization with PCS staff by performing a variety of clerical and tasks including filing, scheduling, mail distribution, and call transfers. The Community Intake Specialist is often the first point of contact for PCS, and is also responsible for ensuring a welcoming, positive experience for all that call and enter the office(s).

Requirements

High School Diploma or equivalent preferred.
1+ years of experience in an administrative role required
Excellent verbal and written communication skills.
Excellent interpersonal skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Excellent customer service skills.
Ability to work independently.
Ability to prioritize tasks.
Proficient with Microsoft Office Suite or related software.
Proficiency with or the ability to quickly learn the systems utilized by the organization
Basic math skills required.
Proficiency in understanding, speaking, and writing in English and Spanish
Valid drivers license required.
Must have liability insurance coverage.
Bilingual ability in understanding, speaking, reading, and writing both English and Spanish strongly preferred.

Nice To Haves

Some experience in a Community Action Agency or other similar non-profit organization preferred

Responsibilities

Provides outstanding customer service while greeting clients and staff upon arrival or when answering phone calls and addressing questions and concerns
Answers and transfers phone calls, screening when necessary
Takes detailed and accurate messages and notes
Accepts, distributes, and sends mail and packages to and from program personnel
Schedules client services and notifies staff members of any cancellations or unscheduled visitors.
Checks clients in and out according to PCS policies and procedures; escorts clients to appropriate areas and staff
Ensures the lobby/reception area is clean, and sanitized daily
Enters data into appropriate systems; makes copies, scans paperwork, etc.
Maintains knowledge of all PCS programs to ensure client satisfaction.
Restocks all brochures, pamphlets, etc. with proper labeling
Checks emails, voice mails, etc. and returns communications in a timely manner
Establishes and maintains courteous, professional relationships with clients
Provides accurate information in-person and via phone/email when answering questions or addressing client concerns
Provides detailed descriptions of services, programs, fundraisers, etc.
Actively promotes PCS, our services, programs, and any promotions such as fundraisers via flyers and social media; create graphics and content for this purpose
Maintains confidentiality in all PCS matters
Regularly attends, participates in, and help organize staff meetings, fundraisers, and training sessions
Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
Performs timely and accurate data entry and maintains appropriate filing systems
Assists in coordinating and scheduling staff travel, meetings, appointments, training, etc.
Maintains and builds positive relationships with all levels of staff
Acts as a PCS point of contact and provides clerical support for the organization, serving employees with excellence in a manner aligned with organization values and purpose.
Provides general clerical support to PCS staff.
Conducts self and performs work in an ethical manner in accordance with PCS standards of conduct, and other applicable policies
Attendance and participation in organizational team meetings and all staff days is required, some of which may be off site and on weekends
Other duties as assigned
Maintains a strong working knowledge of PCS standards including policies and procedures, organizational standards, grant and program compliance, procurement standards, and all other applicable policies and procedures as outlined by PCS.