Office and Front Desk Assistant - Magnolia Project

Northeast Florida Healthy Start Coalition • Jacksonville, FL

9h • Onsite

About The Position

The Magnolia Project Office and Front Desk Assistant is responsible in assisting the project director in conducting administrative assistance duties and responsibilities. This position includes maintaining the office facility, reception area on site, answering phone calls and assisting guests with questions regarding the Magnolia Project services. Provide detailed descriptions of all Magnolia Project services, facility features and hours of operations (Case Management, Clinical, Outreach Assessment, Referral and Fatherhood). 2) Acknowledge and greet everyone positive who enters and leaves the project site. 3) Address all consumers and guests’ questions and concerns professionally and courteously. 4) Answer the phone promptly and acknowledge the consumers or others name throughout the conversation in providing quality customer service. 5) Assist with maintaining the site facility. 6) Order supplies and reconcile orders monthly as needed. 7) Maintain filing and documentation as directed by the project director 8) Maintain, various logs, reconcile receipts and invoices 9) Maintain a positive attitude and contribute toward a quality work environment. 10) Provide accurate, appropriate and immediate responses to all requests by consumers, ensuring complete consumer satisfaction. 11) Complete required training through clinical provider to ensure efficiency in scheduling clinical appointments. 12) Schedule clinical appointments and ensure services are offered based on the hours specified in the project’s policies and procedures. 13) Maintain confidentiality of all consumer information and records at all times. 14) Receive all project mail and route to appropriate departments/staff. 15) Assist with pulling and filling consumer’s records as needed. 16) Maintain clean, safe, fully stocked, and well organized supply and work area. 17) Ensure project telephones, fax machines, and copiers are operational at all times 18) Check all areas of the site at the end of each day to ensure lights and any other equipment turned off. 19) Ability to work without constant direct supervision and remain at assigned work area. 20) Regularly attend, participate in all required training and staff meetings. 21) Communicate to the project director all incidents, concerns or complaints. 22) All other duties assigned by the project director

Requirements

• Must be detailed-oriented and have the ability to multitask.
• Ability to be efficient and productive in a fast-paced environment.
• Must have enthusiasm and possess excellent customer service skills.
• Enjoy working with people and possess a friendly and outgoing personality.
• Excellent communication, listening and computer skills.
• Associates degree preferred will substitute High School Diploma and at least two years working/volunteering with the public in disadvantage communities.

Nice To Haves

• Experience with engaging, educating and working with community residents is preferred.

Responsibilities

• Assist the project director in conducting administrative assistance duties and responsibilities
• Maintain the office facility and reception area
• Answer phone calls and assist guests with questions
• Provide detailed descriptions of Magnolia Project services
• Acknowledge and greet everyone who enters and leaves the project site
• Address consumer and guest questions and concerns professionally and courteously
• Answer the phone promptly and acknowledge the consumer's name
• Assist with maintaining the site facility
• Order supplies and reconcile orders monthly
• Maintain filing and documentation as directed
• Maintain various logs, reconcile receipts and invoices
• Maintain a positive attitude and contribute toward a quality work environment
• Provide accurate, appropriate, and immediate responses to all requests
• Complete required training to ensure efficiency in scheduling clinical appointments
• Schedule clinical appointments
• Maintain confidentiality of all consumer information and records
• Receive and route project mail
• Assist with pulling and filling consumer records
• Maintain a clean, safe, fully stocked, and well-organized supply and work area
• Ensure project telephones, fax machines, and copiers are operational
• Check all areas of the site at the end of each day
• Work without constant direct supervision
• Attend and participate in required training and staff meetings
• Communicate incidents, concerns, or complaints to the project director
• Perform all other duties assigned by the project director

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree