Position Overview:

• This is an office support position requiring general office duties and clerical tasks. Work is performed fully on-site at MOED’s downtown administrative office, and the position is under the supervision of MOED’s Executive Office Manager. Assignments are routine in nature and are carried out in accordance with general work instruction and established office practices and procedures. Position duties include, but not limited to the following:

Essential Duties and Responsibilities:

• Provides customer friendly, detailed explanation of all center services, operations, procedures, policies and partner information to all customers
• Receives and screens incoming calls and visitors, arranges for appointments and interviews where necessary.
• Determines customer’s reason for visit or call and triages customer to appropriate service.
• Uses personal computer to run spreadsheet, word processing, database management, desktop publishing, graphics programs.
• Assist Executive Manager with meeting preparations such as: reporting documents and meeting materials.
• Maintains supply of center resources, welcome packets, agency contact directory, and other printed materials and distributes to customers.
• Reviews enrollment process with customer and ensures that all documents are completed properly.
• Track and monitor customer referrals from partner agencies.
• Contacts customers by telephone to determine their status and documents records accordingly.
• Obtains pertinent materials from files and other sources; puts it into usable form by preparing memoranda/summaries, for the review and use of the Department Head.
• Assists in special events and meeting services (room set-up, food organization, etc.).
• Utilize Microix system to order and maintain office supplies and materials for unit/division; researches office equipment purchases.
• Ensures customer satisfaction using professional presentation of services and prompt response to inquiries and concerns.
• Performs other duties as required.

Knowledge, Skills and Abilities:

• Ability to meet and greet visitors in an effective and professional manner and to establish and maintain. effective working relationships with superiors, associates, representatives of other organizations and the general public.
• Thorough knowledge of existing office practices and equipment, and of business English, spelling, punctuation, good grammar and arithmetic.
• Thorough knowledge of the MOED and partner agency’s functions and services.
• Ability to communicate orally and in writing; ability to understand and follow complex, oral and written instructions.
• Ability to work as a member of a team to assure project completion.
• Ability to prioritize and handle multiple tasks.
• Ability to make decisions in accordance with established rules and regulations and to apply agency policies to daily work problems.

Minimum Required Education and Experience:

• High School Diploma or equivalency
• 2 years of college preferred
• 2 years of office / clerical experience preferred, (a combination of education and experience may be substituted for HS diploma)
• Must be capable of completing data entry and search functions using agency, city and state software programs.
• Must have Microsoft Office skills (Excel, Word, Publisher and Access)
• Access to reliable and daily transportation is essential