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MIracles Administrative Specialist

Siena/Francis House Omaha, NE
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Job Description

JOB PURPOSE:

                                       The incumbent will perform a variety of support tasks as the receptionist in the Miracles Program.  The Miracles Program is a 12-Step Residential Recovery Program serving 80 men and women on their path to sobriety.  The Siena Francis House Administrative Specialist projects a positive first impression for anyone who calls or visits Miracles and our campus by responding in a professional and supportive manner to inquiries, on the phone or face to face. The Administrative Specialist will perform scheduling functions for the residential program to include adding client profiles in the electronic medical record, scheduling groups and individual therapy sessions, and assist with scanning documents and overall client set-up.  The incumbent will take meeting notes, help prepare agenda, and support program leadership with clerical functions such as copying, scanning, preparing documents. 

 

                                    The Miracles Administrative Specialist will report to the Program Manager.  The hours of this position are 8:00 AM to 4:30 PM, Monday through Friday; some evenings and weekends may be required for special events. 

                                   

ESSENTIAL JOB DUTIES (Knowledge, Skills, and Abilities)

  • Greet and welcome clients’ and visitors’ in a professional manner, while monitoring and maintaining security awareness.
  • Maintain a high degree of confidentiality. 
  • Answer telephone, screen and direct calls appropriately.  Provide basic information about the treatment program and facilities.
  • Instruct individuals how to fill out applications and other paperwork related to treatment services.
  • Record and relay messages, as needed.
  • Provide organizational information to callers and visitors, while maintaining client confidentiality.
  • Provide general clerical support, when needed.
  • Provide assistance to guests who are seeking to meet with a member of the Miracles team or other staff through appointment scheduling.
  • Oversee all activities of the front office of Miracles.
  • Route calls from foundations or funders, media calls, and other calls from the community to the appropriate department or individual. 
  • Organize and maintain logs and contact data, as required.
  • Communicate verbally, electronically, and in writing with members of the community and with the entire Siena Francis House team.
  • Work collaboratively with staff, administration, and clients to advance the Siena Francis House mission in a positive, professional manner.
  • Enter and update client information in the electronic medical record
  • Perform clerical tasks for the Miracles Department, including preparing correspondence, supporting team meetings through preparing meeting agenda and meeting minutes.  .

JOB REQUIREMENTS

  • Excellent communication and interpersonal skills.  Pleasant and professional manner of speaking, proficient in the English language – proficiency in Spanish a plus. 
  • Good writing skills using emails, completing incident reports, and note-taking for meetings. Effective and professional use of e-mail and internet tools, as needed.
  • Working knowledge of computers and basic knowledge of Microsoft Office (Word, Excel, Outlook, and Publisher). 
  • Ability to create and interpret information in spreadsheets using tools such as Microsoft Excel
  • Demonstrate an appreciation of diversity and cultural sensitivity in a workplace setting.
  • Able to relate to and communicate with at-risk adults from various socio-economic and ethnic backgrounds.
  • Excellent team partner, positive attitude; energetic; dedicated to helping the homeless.
  • Ability to manage and coordinate multiple tasks by organizing work processes and resources to maximize efficiency.
  • Excellent attendance and dependability.
  • Ability to maintain confidentiality of information
  • Ability to type 30 words per minute.
  • Other duties as assigned.

 

EDUCATION AND EXPERIENCE REQUIREMENTS 

 

  • High School Diploma or GED required. 
  • Two years of previous work experience performed with similar responsibilities.
  • Ability to work with Microsoft office products.
  • Excellent communication and interpersonal skills.
  • Ability to relate to, and to work and communicate with at-risk adults from various socio-economic and ethnic backgrounds.

 

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is an office setting with varying degrees of temperatures and noise levels.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
Siena Francis House provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Siena Francis House is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit: http://www.uscis.gov/e-verify/employees


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

While performing the duties of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, lift and/or move up to 15 pounds, and talk and  hear. The employee is occasionally required to sit, and reach with hands and arms.  The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress.  Specific vision abilities required by this job include close vision.

 

I have read, understand and can perform the essential functions of this job with or without reasonable accommodations?    ? Yes     ? No     

 

If reasonable accommodation is sought, please identify the accommodation.

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The Siena Francis House welcomes, shelters, and empowers individuals experiencing homelessness to navigate their own path to safe and appropriate housing. The Siena Francis House provides low barrier emergency shelter to meet the immediate needs of individuals who are experiencing homelessness, and assists them in resolving their housing crisis.

 

 

 

 

Job Details

Date Posted May 22, 2020
Date Closes June 21, 2020
Address 1702 Nicholas Street
Located In Omaha, NE
Work At Miracles
Job Type Full-time Employee
Positions Available 1
SOC Category 21-1093.00 Social and Human Service Assistants
Zipcode 68102
Name Barb Zorn

This job offers the following benefits

  • SIMPLE IRA Plan
  • Accidental Death and Dismemberment
  • Dental
  • Domestic Partner Benefits
  • Medical
  • Vision
  • Voluntary Life Insurance
  • Free Parking
  • Paid Holidays
  • Paid Vacations
  • Sick Leave

This job is related to other jobs in these career categories

At a Glance
Enjoy these benefits
  • SIMPLE IRA Plan
  • Accidental Death and Dismemberment
  • Dental
  • Domestic Partner Benefits
  • Medical
  • And More ...
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