Hiring: Intake Coordinator/Administrative Assistant

TITLE: Intake Coordinator/Administrative Assistant

ANNUAL SALARY RANGE: $17-$25/hr

DEPARTMENT: Workforce Development & Financial Coaching (WD-FC)

SUPERVISOR: Director, Workforce Development & Financial Coaching

FLSA: Exempt

SUMMARY:

  • Supports the missions and goals of Mon Valley Initiative’s regional workforce development strategy in assisting unemployed people and companies seeking employees in the Mon Valley.

  • Assists with the coordination of the WD-FC team’s external activities and internal operations and systems.

  • Serves as primary manager of data entry and tracking, mainly using Salesforce and Excel.

  • Serves as initial point of contact and coordinator of all visitors to the MVI Offices when working at the front desk.

  • On-site work scheduled in both office sites—Homestead and Charleroi, PA

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Answer the phone and direct calls for the entire MVI organization.

  • Welcome visitors to the MVI; determine their purpose; connect/direct them to the appropriate staff or meeting location. Ensure that Workforce clients sign in properly. Be well-informed about each of MVI's program areas in order to be able to properly respond to any inquiries regarding these programs.

  • As assigned, create mass emails/mail-merged communications for texting and/or mailing.

  • Take the lead in supporting MVI staff who are hosting meetings/events in the office with set-up/clean-up.

  • Be thoroughly aware of all scheduled meetings and events being hosted in the MVI offices in order to be able to properly respond to any inquiries regarding these activities.

  • Keep the public areas of the MVI offices in excellent condition, neat and well-stocked with supplies.

  • Receive mail and distribute when in the Charleroi office location.

  • Assist with posting tenant notices and tenant communications when in the Charleroi office.

  • Check for faxes and distribute and assist with mass/bulk mailings as needed.

  • Perform copying, faxing, and similar basic administrative tasks as needed by the program.

  • Build and/or maintain cordial relationships with MVI Board, staff, clients, community and regional partners as needed.

  • Other duties as assigned.

INTAKE/DATA ENTRY DUTIES:

  • Enter and track data for the WD-FC program in database systems - (Salesforce, Find Help, Synergy)

  • Run reports and track data as requested from CRM systems and/or Excel.

  • Track workforce orientation client attendance and follow up calls.

  • Track computer/resume class attendance and follow up calls.

  • Track participant attendance with on-site community partners.

  • Track Job Club attendance.

  • Maintain, track and provide updates with transportation assistance - bus tickets/passes concerning client information and communicate with Traveler’s Aid and WD-FC program Director.

  • Ensure that documents and records for the Workforce Development & Financial Coaching program are properly prepared, organized and maintained.

  • Develop an understanding of grant/funding obligations and the role of each team member in meeting these obligations.

  • Provide strong administrative support to the Workforce Development & Financial Coaching program director.

  • Work in partnership with other Workforce Development & Financial Coaching program staff with a supportive, positive attitude to accomplish individual and program goals, which include:

    • Assist team in making client follow-up/reminder calls/SMS/Text messaging tracking results as needed.

    • Assist staff members who are hosting meetings/events in the office with set-up & clean-up.

  • Other duties as assigned.

PERSONAL ATTRIBUTES:

  • Excellent interpersonal skills with the ability to relate well with diverse teammates, external partners, vendors and clients.

  • Strong business writing and verbal communication skills.

  • Ability to recognize confidential information and maintain its confidentiality.

  • Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers, and facsimile machines.

  • Ability to follow oral and written instructions.

  • Team player who demonstrates positive, cooperative work style with other Team members.

  • Organized, self-motivating, creative, and supportive.

  • Strives to develop new skills while maintaining present skills.

  • Shares information and encourages learning among others.

  • Enthusiasm, innovation, optimism, persistence, patience and pragmatism.

EDUCATION/EXPERIENCE:

  • Related degree or comparable work experience.

  • Highly proficient using MS Office software package (primarily Word, Excel, Outlook, Power Point) and Salesforce CRM system or similar.

  • Proficient in performing tasks related to data entry, particularly using data management and organizing functions in Excel.

  • Experience in non-profit community development and related fields

  • Strong Customer Service Skills

REQUIREMENTS:

  • Willingness to work flexible hours, including evenings and occasional weekends

  • Willingness to work on-site at both MVI office locations—Homestead and Charleroi

  • Position includes frequent standing, walking, verbal communications, including telephone contact, and travel between facilities.*

To apply, please send a resume to applytomvi@gmail.com. Applications will be accepted on a rolling basis.

*The physical demands prescribed here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.