Office Support Specialist

at RAMP Regional Access & Mobilization Project in Rockford, Illinois, United States Job Description Office Support Specialist Organization Info : RAMP Disability Resources & Services is a non-residential Center for Independent Living with a mission to build an inclusive community that encourages individuals with disabilities to reach their full potential. RAMP's work is guided by our commitments to inclusion, participation, accountability, and autonomy. Purpose of Position : To perform full-time receptionist duties for the agency, to be an information and referral source for all staff and the community, and to provide clerical support. Reporting Structure: Reports directly to the Administrative Manager. Position Location: Rockford, IL Primary Responsibilities Reception of visitors and incoming phone calls: Set the tone of being welcome and willing to assist anyone calling or visiting RAMP. Encourage a culture of assisting all callers/guests, no matter the request, referring them properly. Ensure kind and clear transfer to appropriate staff when a visitor or caller needs assistance. Retrieve and respond to messages from the answering system and change the greeting on the answering system as necessary. Information and referral source for the community and staff: Research and be ready to answer questions that staff, consumers, Board members, and the public may have concerning RAMP, using appropriate RAMP branding language. Be knowledgeable of or willing to research other community services and programs. Enter referrals into the database and submit them to the appropriate supervisor for delegation. Refer questions and calls to specific personnel only after you have attempted to assist the caller or visitor first. Accurately maintain and update lists and other written materials related to the position. Provide clerical support to staff: Assist in typing correspondence, statistical reports, setting up and maintaining filing systems, faxing, and telephone contacts. Track and order office supplies and submit purchase orders for approval. Assist in daily date stamping and distributing incoming mail. Keep an accurate account of all equipment loaned out and provide for the timely return of that equipment. Assist with ITAC selection, outreach and marketing: Knowledge of the ITAC program and process Support and complete required documentation for individuals to obtain an amplified phone, device, and/or equipment. Work with Marketing Manager and Community Engamenet Coordinator to set up, complete outreach and market the ITAC program Performance Metrics: 98% of calls are transferred to the appropriate staff person with a soft transfer to include accurate and thorough case notes. Follow-up with consumers is completed 100% of the time per policy and guidelines. No more than 2 staff and/or guest complaints about the staff's willingness to assist or be a team player every 6 months. Required Skills/Abilities Excellent written and verbal communication skills and the ability to present information in a clear, concise manner. Exceptional interpersonal skills and the ability to work effectively as a team player. Excellent organizational skills and attention to detail. Effective time management skills with a proven ability to meet deadlines. Ability to advocate effectively and assertively with participants with disabilities and the community without controlling or inserting your own choices. Ability to advise, encourage, inform, empathize, and build trust with consumers. Ability to demonstrate creativity, take initiative, and display responsible decision-making. Ability to ensure adequate recording and reporting of case management information. Ability to develop relationships with other agencies in the community. Ability to prioritize tasks and to ask for help when appropriate. Minimum Qualifications Personal experience with a disability is preferred. Bi-lingual preferred. Literacy in word processing and data entry. Ability to use or learn Microsoft Office programs: Teams, SharePoint, Word, Excel, and Outlook. Ability to handle multiple tasks while maintaining organization and meeting deadlines. Professional manner in dress and when interacting with others both inside and outside of the organization. Personal experience and/or intimate knowledge of and belief in the Independent Living Philosophy. Self-motivated. Reliable transportation and a willingness to work early morning, evening and some weekend hours, if needed. Knowledge and understanding of how having a disability is perceived by others and how it can be a barrier. Ability to utilize resources for research and connecting with other organizations or community partners. This position requires a criminal, financial and Federal background check as part of the hiring process. This check is conducted to ensure the security and integrity of our workplace and to verify the qualifications and suitability of candidates for the role. Continued employment is contingent on favorable findings. To view full details and how to apply, please login or create a Job Seeker account