Office Administrator​/Client Specialist

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

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.

• 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…