Administrative Assistant - Client Services & Intake

South Middlesex Opportunity Council; Framingham (MA); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Dental plans

Vision insurance

Life Insurance & AD&D

Retirement plan with company match

Paid time off & holidays

Job summary

South Middlesex Opportunity Council is seeking an Administrative Assistant to support the Heating Assistance Program. You will answer a multi-line phone system and assist clients in person with program questions in a fast-paced environment.

Responsibilities include processing applications, data entry, mail handling, and maintaining client files. This role reports to the HEAP Staff Supervisor and requires strong organization and confidentiality. 35 hours per week, Monday–Friday.

Qualifications

• High School Diploma or equivalent required; some college coursework preferred.
• Hands-on experience with computers and MS Office.
• Good verbal communication skills with a pleasant phone manner.
• Team player with strong organizational skills and attention to detail.
• Ability to multi-task in a fast-paced environment.
• Prior experience with low income or homeless individuals is helpful.

Responsibilities

• Collect new and recertification applications.
• Enter information into the computer system.
• Gather required forms and documentation; maintain client files.
• Review for completeness to meet program guidelines.
• Process incomplete/denial letters per state policies.
• Send client notices.
• Receive and route mail for Home Energy Assistance deliveries.
• Provide client support and resolve issues.
• Attend state meetings and outreach activities.
• Answer inquiries by phone, email, fax, or in person.
• Serve as first point of contact for walk-in clients.
• Maintain confidentiality per laws and funder requirements.
• Sort incoming mail and route to appropriate departments.
• Ensure compliance with program policies and procedures.
• Other duties as assigned.

Skills

MS Office

Phone etiquette

Detail oriented

Team player

Multitasking

Verbal communication

Education

High School Diploma or equivalent

Tools

MS Office

Job description

South Middlesex Opportunity Council is seeking an Administrative Assistant to support the Heating Assistance Program. You will answer a multi-line phone system and assist clients in person with program questions in a fast-paced environment.

Responsibilities include processing applications, data entry, mail handling, and maintaining client files. This role reports to the HEAP Staff Supervisor and requires strong organization and confidentiality. 35 hours per week, Monday–Friday.