Office Administrator

United Way of Greater Nashville

Apply

Job Summary

Position Summary:  The Financial Mobility Office Administrator contributes to the efforts of United Way of Greater Nashville (UWGN) by performing administrative support to both the Financial Empowerment Center (FEC) and Volunteer Income Tax Assistance (VITA) teams to ensure both staff and client success. This position is responsible for being the first point of contact for clients and stakeholders of UWGN’s Financial Mobility direct services, scheduling appointments for FEC counselors, providing referrals to ensure community members receive the services to meet their financial needs, and providing administrative assistance to VITA staff, volunteers, and stakeholders. The work of the Financial Mobility Office Admin helps both programs function efficiently to fulfill UWGN’s mission: to unite the community and mobilize resource so that every child, individual, and family thrives.  

Job Responsibilities

Essential Functions: The following are indicative of the essential functions required to perform this job successfully.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This profile is not intended to be all inclusive of tasks and responsibilities required; it provides a description of the critical responsibilities associated with this position.

 

Administrative Support

• Welcomes guests, volunteers, stakeholders, and clients by greeting them, in person or on the telephone; answering or directing inquiries to create a hospitable environment
• Receives and promptly acts on all appointment requests, referrals and reschedules
• Enrolls potential clients in the FECBOT database, maintains contact records, and schedules clients in both the FECBOT database and counselor Outlook calendars
• Analyzes client needs to properly schedule and identify the counselor who is a best fit to meet their needs
• Reports regularly on call volume, referral rates, contact with clients and no-show rates
• Stays up to date on most frequent and useful outside referral partner programs and communicates these resources regularly with financial counselors
• Periodically assists with data cleaning efforts in the database
• Organizes supplies throughout the building to enable staff to locate needed items quickly
• Initiates the process for check requests to ensure supplies are stocked and that team members have the resources and tools necessary to perform their responsibilities
• Prepares conference room and other areas for training, meetings, and events
• Initiates building maintenance and technology work order process with FEC building management, UWGN, third-party vendors, and Metro General Services to allow the FEC site to maintain peak productivity

• Annually certifies for VITA tax preparation both at the Advanced Level and Quality Review
• Works towards content mastery and ability to troubleshoot client tax issues
• Answers VITA main phone number fielding appropriate requests themselves and forwarding when appropriate, either for client-level or program-level questions
• Assists with implementation of Virtual VITA platform
• Maintains equipment records before, during and at the completion of tax season

• Attends and records notes for both FEC and VITA team meetings
• Assists FEC and VITA staff with administrative tasks, as requested

Qualifications

• Education:

• High School Diploma or G.E.D equivalent
• Associates Degree preferred

• Experience:
  • Administrative office support, customer service, or social work: 2 years
• Skills:

• Fluency in Spanish preferred
• Basic computing and data management skills
  • Is responsible for maintaining multiple team member’s calendars
• Multi-line phone skills
• Proficiency with Microsoft Office products, especially Outlook, Word, Excel, and Publisher
• Organization
• Excellent written and verbal communication

Additional Information

Benefits

How to Apply

Please apply at Careers – United Way of Greater Nashville (unitedwaygreaternashville.org)

Details

• Date Posted: July 7, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Other
• Start Date: 08/29/2022
• Working Hours: M-F, 8:00-4:30