HEAP Administrative Assistant & Client Support

South Middlesex Opportunity Council, Inc.; Framingham (MA); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Paid Time Off

Life Insurance & AD&D

Long-Term Disability

Medical Plans

Dental & Orthodontic

Vision Insurance

403(B) Retirement

Flexible Spending Accounts

Tuition Reimbursement

Job summary

South Middlesex Opportunity Council, Inc. in Framingham, MA, is seeking an Administrative Assistant for the Home Energy Assistance Program (HEAP). The role supports administrative tasks, answers a multi-line phone system, assists clients in person, and processes mail for the department.

The position requires a High School Diploma or equivalent, prior office experience, and proficiency with MS Office. It offers comprehensive benefits, PTO, retirement, and a Monday–Friday schedule.

Qualifications

• High School Diploma or equivalent; some college work or degree preferred.
• Minimum of 1-year prior office experience preferably with a focus in accounts payable or other related office/accounting activities.
• Hands-on experience with computers and MS Office.
• Good verbal communication skills with a pleasant phone manner.
• Team player.
• Strong organizational skills and detail orientation.
• Highly skilled in multi-tasking.
• Flexibility with seasonal nature of program.
• Prior experience with low income or homeless individuals helpful.

Responsibilities

• Collect new and recertification applications.
• Enter applicable information into the computer system.
• Gather required forms and documentation; maintain client file.
• Review and process all information for completeness to meet program requirements/guidelines.
• Process incomplete/denial letters for clients in accordance to state policies.
• Process and send client notices.
• Receive all mail for Home Energy Assistance deliveries into agency, work with Program Administrator to have them date stamped and entered in the system.
• Provide client support and satisfaction, and resolve outstanding, unresolved client issues.
• Attend & participate in scheduled state meetings as well as outreach activities.
• Answer and respond to all inquiries in Home Energy Assistance either by phone, email, fax, or in person.
• Initial point of contact for all walk-in clients.
• Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
• Attend & participate in team meetings as requested and communicate effectively with clients and staff in other areas.
• Provide coverage for the Triage Specialist- SMOC Receptionist.
• Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funder requirements.
• Sort the agency’s incoming mail and place in the appropriate departments’ mailbox.
• Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
• Other duties as assigned.

Skills

MS Office

Verbal communication

Team player

Organizational skills

Multi-tasking

Seasonal flexibility

Experience with low income/homeless

Education

High School Diploma or equivalent

Some college coursework preferred

Tools

MS Office

Job description

South Middlesex Opportunity Council, Inc. in Framingham, MA, is seeking an Administrative Assistant for the Home Energy Assistance Program (HEAP). The role supports administrative tasks, answers a multi-line phone system, assists clients in person, and processes mail for the department.

The position requires a High School Diploma or equivalent, prior office experience, and proficiency with MS Office. It offers comprehensive benefits, PTO, retirement, and a Monday–Friday schedule.