Office Administrator/Client Specialist

Socket.dev; Austin (TX); On-site; USD 50,000 - 55,000; Full time

Job summary

Endeavors is seeking an administrative assistant to support the HOPES program in Austin, TX. Responsibilities include greeting clients, answering calls, processing applications, and maintaining databases with Salesforce.

The role involves eligibility screenings, documentation, and coordinating services with program staff across three counties. The ideal candidate will have a high school diploma or GED, at least 1 year in a customer service role, and the ability to travel locally if needed.

Qualifications

• High school diploma or GED required; 1+ year of customer service experience preferred.
• Experience in social services or related field is a plus.
• Able to maintain internal databases and handle documentation accurately.

Responsibilities

• Greet walk-in clients and answer office calls with professionalism.
• Maintain databases, process program emails, and manage documentation.
• Screen eligibility and capture enrollment information for clients.
• Provide resource referrals and coordinate services with case managers.
• Prepare reports, incident forms, and grant-related documentation as needed.

Skills

Customer service

Administrative tasks

Data entry

Communication

Education

High School Diploma/GED

Bachelor's degree preferred

Tools

Salesforce

Job description

Job Details

Job Location: Austin , TX 78741

Position Type: Full-Time

Education Level: High School Diploma/GED

Salary Range: $50,000.00 - $55,000.00

Job Shift: Days

JOB PURPOSE:

Support the Healthy Outcomes through Prevention and Early Support (HOPES) Program staff, leadership, overall operations, and clients. Position will perform various administrative and client service functions, and is responsible for maintaining internal databases, program emails, storing and distributing documentation, ordering supplies, and service coordination. This position will greet walk-in clients, answer office calls, conduct eligibility screenings of all interested families, capture enrollment information, process all website applications and respond to online inquires. The position will also process financial requests related to program incentives and emergency client needs. This position will track community resource options, maintain a resource database, provide resource information to clients, facilitate service coordination, and follow up to ensure client’s needs are met. This program serves three counties: Wharton, Brazoria, and Matagorda County. The position will work in the office every day; there are no remote work options. The office is located in Wharton, Texas.

ESSENTIAL JOB RESPONSIBILITIES:

• Develop effective, trusting relationships with program participants by utilizing trauma informed care and strength base approach.
• Model positive interactions, verbal guidance, and effective communication.
• Conduct initial eligibility screening for individuals seeking program assistance.
• Build database of community resources.
• Advocate for eligible participants, provide general information and community referrals for those not meeting program eligibility requirements.
• Complete Intake for eligible participants by evaluating individual and/or family needs.
• Assist in creating and completing a service plan as needed and set-up initial client file for clients being assigned to a Case Manager.
• Develop and maintain comprehensive outreach/working relationship with Clients and community partners on the participants’ behalf to develop workable plans to improve outcomes.
• Assist in conducting outreach and networking activities in the community.
• Provide presentations at various community groups/events.
• Be active in and network in monthly community meetings.
• Promote the success and reputation of the HOPES program.
• Document weekly or daily case notes; submit comprehensive participant files, complete reports as needed; and enter documentation into Salesforce.
• Prepare necessary incident reports.
• Perform administrative duties in a timely and accurate manner: Type, print, and proofread documents.
• Photocopy and fax materials.
• Maintain program and client files.
• Maintain databases.
• Monitor program email box and respond timely to program requests Answer phone calls and return all messages by the end of the business day received.
• Assist in obtaining funding and compliance with current funding sources: Assist in gathering data for grant applications.
• Maintain grant files.
• Maintain donor database.
• Prepare periodic reports.
• Assist in audits.
• Stay current with Funder guidelines.
• Oversee areas of Financial/Budget Responsibility Office Supplies: make recommendations, ensure approvals are received, order and distribute.
• Expense Tracking: track all expenses, allocate to appropriate grants, complete expense reports.
• Perform periodic administrative duties in a timely and accurate manner: Complete other program reports as needed.
• Run program errands - as needed.
• Assist with the scheduling, facilitating and conduct program events, including parent education, life skills, and family activity workshops.
• Exemplify a customer service attitude by placing the child, parent, and family first with every action taken to support our vision “That the most at-risk within our communities, children and those with chronic mental illness, have a real opportunity for a different and better tomorrow.”
• Other duties as assigned.
• Demonstrate Exceptional customer service, in Everything you do, by placing the child, family, Veteran or client first to support our mission to "Empower people to build better lives for themselves, their families, and their communities."

ESSENTIAL QUALIFICATIONS:

• EDUCATION: Bachelor's Degree preferred but not required.
• EXPERIENCE: 1+ years of experience providing customer service activities in the social services or related field.
• 1+ years in a customer service focused environment.
• ATTENDANCE: Must maintain regular and acceptable attendance at such level as is determined in the employer’s sole discretion.
• LICENSES: Driver’s License with clear record.
• VEHICLE: Must have daily use of a vehicle without prior notice.
• OTHER: Must be available and willing to travel to various locations and with such frequency as the business need dictates.

Endeavors has a longstanding practice of providing a work environment that is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion, national origin, marital status, sexual orientation, gender identity, genetic information, disability, military or veteran status, or any other characteristic protected by law. We recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities. Endeavors also provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about an accommodation, or need assistance with completing the application process, please email [e-mail] or speak with your recruiter.