Overall Objective:
The objective of the Administrative Coordinator is to provide customer service, answer phones, schedule services, maintain client databases, ensuring that all information is complete and accurate for the Weatherization Department.
Authority:
The Administrative Coordinator is selected, placed into the position, and directly reports to the Assistant Director of Energy Programs, with final reporting to the Director of Energy Programs
Responsibilities:
- Answer incoming calls; listen to voicemails and return phone calls.
- Receive, review, and verify client information and work orders and input them into the database;
- Process customer information, and a variety of other forms of documents by resolving inconsistencies and reviewing data for errors using standard data entry procedures;
- Request further information for documents that are deemed incomplete;
- Verify, correct, delete unnecessary data, or combine data from several sources before entering it into a file;
- Enter information into specific files or forms from recorded material, handwritten pages, or figures contained in printed files;
- Decipher sloppy handwriting or faded text and transform it into digital data;
- Keep records of tasks and files;
- Check completed work for errors or duplicate information before submitting the final product;
- Prepare client folders and file records;
- Determine client eligibility for various services that the program offers;
- Schedule services for qualified clients;
- Maintain daily call log;
- Prepare marketing mailings;
- Perform related duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
- High school degree or equivalent required
- A minimum of one (1) year of data entry experience, preferably with a non-profit agency.
- Knowledge and understanding of data entry procedures and techniques.
- Excellent computer skills (Word, Excel, Outlook, etc.)
- Ability to learn and proficiently use computer programs used by the department
- Strong typing and analytical skills
- Ability to learn codes for automated and manual file systems
- Strong interpersonal and communication (written & oral) skills and the ability to represent SPCA to clients and vendors in a compassionate and respectful manner
- Must possess exceptional organizational skills with great attention to detail
- Sensitivity and ability to maintain confidential information
- Able to operate basic office equipment (fax, copier, postage meter)
- Demonstrated initiative to identify projects, tasks, or other activities that will further the organization’s goals, obtain an appropriate level of support, and complete the activity in a timely manner.
- Ability to manage multiple tasks and projects in a fast-paced environment with minimal supervision.
- Possession of a valid driver’s license and reliable transportation is recommended.
LANGUAGE SKILLS
- Ability to speak multiple languages, especially Spanish, desired.
- Ability to effectively present information and respond to questions from clients, and employees.
- Attentive to detail; ability to proofread and edit documents, and ensure that all products are professional.
- Ability to write basic correspondence.
Job Type: Full-time
Pay: $19.00 - $21.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Able to work 8am to 4pm Monday through Friday?
Experience:
- Data entry: 1 year (Required)
- Microsoft Excel: 2 years (Preferred)
- work-related Computer skills: 1 year (Required)
Language:
- Spanish fluently (Required)
Ability to Commute:
- Springfield, MA 01109 (Required)
Work Location: In person
