Intake Office Administrative Specialist

Women's Opportunity Center - Syracuse, NY4.8



*The Intake/Office Administrative Specialist is responsible for the operations front desk and data entry. This position inspires and supports participants to achieve their highest potential. They raise awareness for areas in which participants can grow and provide direct feedback to participants. Utilizing principles of adult learning and in-depth subject matter knowledge, this position supports participants’ achievement of learning objectives.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Manage the reception/front desk area including receiving mail, participants, and visitors.
  • Conduct program intakes for potential participants.
  • Provides guidance/oversite to ensure OJT (A4TD, JobsPlus!, Onondaga Co. Dept. of Aging) participants become familiar with front desk duties.
  • Answer and direct incoming calls.
  • Order and maintain office supplies.
  • Enter data in agency and NYS databases.
  • Accept donations from the public to the WOC Clothing Closet.
  • Collaborates with WOC staff to provide program support and other administrative support as needed.
  • Oversee volunteer schedules and train new volunteers in their duties.
  • Assist with monthly/quarterly reports.
  • Other duties as assigned.


  • Excellent interpersonal skills coupled with strong verbal communications skills.
  • Excellent time management and prioritization skills.
  • Knowledge of job search techniques, career development, and issues relating to the unemployed.
  • Ability to successfully communicate with persons with barriers to employment.
  • Proven team player with a focus on empowerment.
  • Excellent communication, diplomacy, interpersonal, teamwork & problem-solving
  • Strong organizational skills and ability to multi-task.
  • Strong technological skills including use of poly-com, SmartBoard and multi-line telephone system.
  • Strong computer skills and knowledge to navigate diverse software applications, such as Word, Excel, Access, PowerPoint, Outlook, and database
  • Professional and able to efficiently work with confidential material.
  • Ability to multi-task and prioritize with a focus on customer service.
  • Solid understanding of confidentiality and other professional codes of conduct.
  • Ability to lift 50 pounds.

Supervisory Responsibility

There are no supervisory responsibilities in this role.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

*Position Type and Expected Hours of Work
*This is a part-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 3:00 p.m., with a half-hour unpaid lunch break.


No travel is expected for this position.

Required Education and Experience

  • Bachelors in Human Service Field or
  • An associate’s degree with three years’ experience in the social service industry
  • High School Diploma/Equivalent with over five years’ experience in the social work industry

Preferred Education and Experience

  • Experience working with career services organization.

Additional Eligibility Qualifications

Valid New York State Driver’s License

AAP/EEO Statement

The Women’s Opportunity Center does not discriminate based on race, color, national origin, gender, religion, age, disability or sexual orientation. Reasonable accommodation will be provided on request.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Part-time

Salary: $15.00 /hour


  • Time Management: 1 year (Required)
  • Office Support: 1 year (Required)
  • Microsoft Office: 2 years (Required)


  • Bachelor's (Required)


  • Driver's License (Required)