Intake Specialist

18 Degrees, Inc.; Pittsfield (MA); On-site; USD 21,000 - 30,000; Full time

Job summary

18 Degrees, Inc. is seeking an organized Administrative Assistant to support multiple programs and staff. You will manage the intake system, calendar coordination, and mailings while ensuring a welcoming environment for clients and staff.

Responsibilities include directing calls, maintaining supplies, and assisting committees. A high school diploma and secretarial experience are required; bilingual skills are a plus. Location is Pittsfield, MA.

Qualifications

• Good to excellent knowledge of Microsoft Office Programs.
• Ability to manage many tasks in a busy environment.
• Flexibility, pleasing tone and patience when assisting staff and clients.
• Second language skills are desirable.

Responsibilities

• Data Management: Maintain staff directories and building security procedures.
• Enter family/client intake information in FAMCare and manage meeting calendars.
• Administrative Duties: assist communications, newsletters, and mass mailings.
• Direct incoming calls to appropriate program or staff member.
• Participate in agency committees and coordinate room reservations at 480 West Street.
• Order, maintain, and organize office and kitchen supply inventory.
• Share information promptly and relay pertinent updates when relieving others.

Skills

Multitasking

Communication

Second language desirable

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

18 Degrees is where new beginnings come to light for children and families – and could be where your new career does the same!At 18 Degrees, we cultivate teams and leaders to embrace the principles of diversity, equity and inclusiveness to support the needs of our community.

We are seeking a welcoming and reliable individual to helpensure all who call or enter 18 Degrees feel welcome, including staff and the people we serve. The individual must immerse themselves in the knowledge of all agency programs and the services they provide.Providing a ‘No Wrong Door’ approach, this individual will be the subject matter expert for both internal and external connections between service teams and their members. Regular and reliable attendance isrequired.

Data Management

• Maintaining staff directories and building security by following procedures.
• Entering family/client intake information in FAMCare for programs; and managing meeting calendars.

Administrative Duties

• Assist in communications, including the monthly agency newsletter and preparing mass mailings.
• Directing incoming calls to the appropriate agency program or staff member.
• Participating in agency committees as assigned.
• Ensuring that there are no room reservation conflicts at 480 West Street building.
• Ordering, maintaining, and organizing office and kitchen supply inventory.
• Since this position is shared with other employees, all must be cognizant of, relay pertinent information as often as needed, and maintain promptness and consistency when relieving other employees.

Security and Maintenance

• Opening, unlocking and/or closing and locking the front door based on 18 Degrees operating hours.

Qualification Requirements:

Good to excellent knowledge of Microsoft Office Programs, ability to manage many tasks and flexibility in managing tasks in a very busy environment. Pleasing tone and patience. Second Language Skills is desirable.

Education Required:

High school diploma or equivalent plus secretarial experience.

480 West Street, Pittsfield, MA 01201

AA/EOE

Pay Rate: $18.50/hour