Administrative and Outreach Specialist

The Administrative and Outreach Specialist serves as the central operational hub and public face of Mountain Heart Community Services, Inc. Stationed at the front desk, this dual-purpose role balances daily high-level administrative tasks, front-line client intake backup, and facility oversight with proactive community relations. The Specialist coordinates public awareness initiatives, manages regional outreach distribution, and plans local events to expand the agency’s footprint and ensure low-income individuals and families across the service area are connected to essential resources.

• Greet and welcome all walk-in clients, partners, and vendors with a compassionate, trauma-informed, and professional approach.
• Answer, screen, and route incoming phone calls to the appropriate staff or programmatic departments efficiently.
• Triage walk-in visitors, providing accurate basic program information, routing intake forms, and delivering qualified external community resource referrals.
• Process, log, and distribute all incoming and outgoing mail, overnight packages, and agency deliveries daily.
• Conduct structured daily facility walks of the reception lobby, public restrooms, and conference spaces every morning and evening; cross-reference conditions with a building maintenance schedule to log clutter, safety hazards, or low sanitizing supplies.
• Maintain a highly organized, clean, accessible, and welcoming lobby area.

• Review, screen, and process Dollar Energy Fund applications, including conducting direct applicant interviews, verifying required income and utility documentation, and entering data into the utility provider portal.
• Manage scheduling, confirmation calls, and administrative intake checklists for the Volunteer Income Tax Assistance (VITA) site during peak tax seasons.
• Serve as the agency’s designated LITT Backup Administrator, maintaining proficiency in the statewide data system to execute data entry, run baseline performance reports, and step in seamlessly during high-volume periods or case manager absences.
• Assist clients in compiling mandatory verification paperwork (e.g., copying state identification cards, verification of income, or utility statements) required for programmatic eligibility.
• Maintain absolute data integrity and strict client confidentiality across all internal portals, databases, and physical file systems.

• Plan, organize, and execute a minimum of one (1) organized community outreach event per quarter to increase local brand awareness and connect eligible residents with agency services.
• Design, format, and schedule short public service announcements (PSAs) regarding Community Services Block Grant (CSBG) funding availability, emergency services, or localized Final date to receive applicationss; maintain and distribute these assets to an active distribution list of local radio stations and regional newspapers.
• Regularly audit, write, and update official agency marketing brochures and program checklists to ensure alignment with current income eligibility metrics and state guidelines.
• Coordinate inter-agency referral networks by compiling and distributing outreach material packages to regional libraries, rural health clinics, Department of Human Services (DHS) offices, and senior centers.
• Actively participate in assigned internal and external agency committees, taking structured, professional meeting minutes and circulating them to executive leadership.

• Coordinate room configuration, logistics, catering, and materials setup/cleanup for all official Board of Directors and executive team meetings.
• Manage registration, tracking, and…