Administrative Specialist

Client Services

• Greet community members at the front desk as they approach the El Paso United Community Assistance Center seeking support as a result of the tragic shooting on August 3, 2019.
• Greet internal and external customers, donors, and volunteers, fielding routine questions and inquiries.
• Provide a welcoming and safe environment for community members to feel comfortable seeking care.
• Update a directory of resources and points of contact as necessary to provide accurate information to community members seeking support.
• Maintain accurate records of clients seeking care and obstacles faced to continually provide feedback to the Director on the need for evolving programs and resources.
• Document all referrals and partnerships to facilitate necessary follow-through and information-sharing.

Administrative

• Maintain contact with all partners and stakeholders, including updating contact information (phone, email, mailing address) into a central database as necessary.
• Answer, screen and direct incoming calls to the appropriate resource or staff member.
• Responsible for reception TV monitor and content of slideshow.
• Collect, open and distribute incoming and outgoing mail.
• Answer emails for general inquiry regarding the El Paso United Community Assistance Center.
• Schedule and facilitate communication regarding meetings of staff and partners, including making arrangements for meeting spaces, sending invites and reminders, coordinating conflicting schedules, maintaining RSVP lists, registering guests, and securing vendors, as appropriate.
• Maintain calendar for common spaces and facilitate room set-up, as appropriate.
• Collect, track, and report data related to the usage of the Center and services provided. Provide recurring updates and progress reports to UWEPC and partners on the services offered by the Center as well as the use by community members.
• Collect, track, and report expenses incurred by the Center in an effort to provide services to the community, to include donations, grants, and in-kind resources.
• Maintain purchase order system and purchase office (including postage), housekeeping and other miscellaneous supplies within established budget; ensures all supplies are stocked and available for staff use.
• Keep all office equipment properly maintained including making sure copier and printers are properly stocked.  Arrange for equipment maintenance.
• Responsible for fixed asset inventory.
• As requested, compose miscellaneous correspondence, emails, memos, reports, etc. using proper grammar, spelling and punctuation.
• Coordinates schedules, makes and tracks appointments, and arranges and coordinates travel schedules.
• Serve as liaison between Property Management and staff regarding Fire & Safety, and other building announcements.
• Serve as liaison between IT vendor and staff.
• Supports department personnel by assisting with copying, faxing, filing, mailing, and other tasks of a similar nature.
• Provide assistance to the Director, as needed.