Family & Agency Support Professional

Rock Walworth Comprehensive FA•Beloit, WI

2d•Hybrid

About The Position

The Family & Agency Program Support (FAPS) position acts as the first voice for the agency, often being the first person to answer the phone and greet people into the building. The FAPS also assists with orienting new staff to the program, supporting members of the management team, providing on-going clerical and other support for program activities, and attending to administrative details.

Requirements

A passion for high-quality customer service.
Strong verbal and written communication skills.
Ability to maintain confidentiality at all times and handle sensitive matters with professionalism.
Ability to collaborate with others and perform high quality work with minimal to moderate supervision.
Ability to meet deadlines, manage multiple streams of work, and maintain a workload that contributes to the overall effective operations of the agency.
Ability to operate a variety of office machines, such as computers, keyboards, scanners, copiers, computer printer, etc. along with Microsoft Office programs; Word, Excel (including the ability to develop and maintain spread sheets), Outlook, Power Point, Adobe, etc.
Ability to work with diverse populations/family models.
Must have or be able to obtain CPR and First Aid certificates.
Ability to maintain good attendance.

Nice To Haves

An associate’s degree in administrative support or related field.
Two or more years of experience working in a similar position.
Ability to communicate fluently in English and Spanish.
Experience working in a non-profit setting.
Experience with HR platforms, such as Paylocity.

Responsibilities

Serve as the initial point of contact for children, families, community partners, and agency team members.
Oversee the process of admitting visitors and volunteers, according to agency policy, and provide directions within the building, when necessary.
Answer phone calls, respond to questions via phone or email, and act as a liaison between family and/or community members and agency staff.
Ensure outgoing mail is mailed daily, and incoming mail is opened, date stamped, and distributed timely.
Maintain office equipment at the Beloit Center. Troubleshoot minor problems and arrange for repairs for larger problems and preventive maintenance for all sites.
Track center inventory and re-order when needed. Purchase rush items from the supply store as needed.
Assist team members throughout all levels and locations of the organization with projects, and events.
Assist with the program safety initiatives including implementation of Emergency Preparedness Plans and performing drills.
Serve as a member of either the opening or closing team, and assist with cross-departmental tasks, as requested/assigned.
Ensure equipment is maintained in good working order; replenish postage meter, as needed.
Assist the agency/staff in effectively utilizing various systems and technology, including inter-office mail/email, copier/telephone/fax systems, data, documentation, and human services platforms (for example, Child Plus, Teams, Paylocity.
Keep staff equipment spreadsheet updated.
Data Entry: enter pivotal agency data into program and state systems such as Childplus.
Social Media Management: planning, creating, scheduling, and monitoring content across social media platforms to build an organization’s online presence.
Carry out “as needed” assignments for the organization, including data entry, preparation of reports, and printing.
Perform reference checks for prospective employees.
Assist with new staff orientation: must be willing and able to speak in front of small groups and coherently deliver important information.
Generally assist with recruitment, hiring, onboarding, professional development, and maintenance of employee records, as well as other tasks as assigned.