I would also remove some of the generic wording such as “dynamic team,” “energetic approach,” and “exciting opportunity.” This version sounds more direct and gives candidates a clearer picture of the actual job.
Job Summary
For The People Outreach (FTPO) is seeking a dependable, organized, and detail-oriented Administrative Assistant / Office Support Specialist to support the daily operations of our office.
This position plays an important role in keeping the office organized and ensuring that clients, staff, and community partners receive timely and professional assistance. The ideal candidate will be comfortable working in a fast-paced environment, managing multiple responsibilities, following up on outstanding tasks, and handling confidential information.
We are looking for someone who takes initiative, communicates well, pays attention to details, and can recognize what needs to be done without waiting for constant direction.
Duties & Responsibilities
- Manage front desk operations and greet clients, visitors, and community partners professionally.
- Answer and direct incoming calls using professional phone etiquette.
- Respond to general emails and client inquiries in a timely and professional manner.
- Schedule and confirm appointments and assist with calendar management.
- Assist clients with completing intake and other required paperwork.
- Review paperwork for missing information, signatures, and required documentation.
- Perform accurate data entry and maintain client and administrative tracking systems.
- Maintain organized electronic and paper filing systems.
- Scan, upload, copy, and properly file documents.
- Assist with processing referrals and communicating with referral sources.
- Follow up with staff regarding missing or incomplete documentation.
- Maintain spreadsheets, tracking logs, and administrative reports.
- Assist management with monitoring deadlines and outstanding administrative tasks.
- Prepare letters, forms, reports, and other office correspondence.
- Assist with bookkeeping duties, including invoicing, expense tracking, and maintaining financial records using QuickBooks.
- Support management with scheduling meetings, calendar management, and task prioritization.
- Communicate professionally with clients, staff, providers, referral sources, and community partners.
- Maintain strict confidentiality of client, employee, and organizational information.
- Assist with other administrative and office management responsibilities as assigned.
Qualifications
- High school diploma or equivalent required.
- Previous administrative, receptionist, office support, or customer service experience preferred.
- Strong computer and data-entry skills.
- Proficiency with Microsoft Word, Excel, Outlook, and/or Google Workspace.
- Experience with QuickBooks or similar bookkeeping software is preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to identify missing or incomplete information.
- Ability to manage multiple responsibilities and meet deadlines.
- Ability to work independently after receiving appropriate training.
- Must be dependable, punctual, professional, and able to follow through on assigned responsibilities.
- Ability to handle confidential and sensitive information appropriately.
- Experience working in behavioral health, healthcare, human services, or a related environment is a plus.
- Bilingual candidates are encouraged to apply.
What We Are Looking For
We are looking for someone who is proactive, dependable, and willing to learn. This position requires more than answering phones and greeting clients.
The right person will help keep the office moving by staying on top of paperwork, following up when information is missing, communicating with staff and clients, tracking deadlines, and making sure administrative responsibilities do not fall through the cracks.
If you are organized, take initiative, communicate professionally, and enjoy helping an office operate efficiently, we encourage you to apply.
Job Type: Full-Time
Schedule: Monday through Friday
Work Location: In Person
Pay: $20.00 - $23.00 per hour
People with a criminal record are encouraged to apply
Work Location: In person
