Front Office Assistant

Friendly House, Inc., is a 501(c) 3 non-profit agency located in Phoenix, Arizona whose primary function is to provide a variety of educational and social service programming aimed at addressing the needs of low-income individuals and families, vulnerable populations and diverse communities. Additionally, Friendly House operates a charter school, Academia del Pueblo, with the mission to provide an academic environment which promotes a culture of high expectations to students from diverse cultures. Friendly House was organized in 1920 as the Phoenix Americanization Committee by a group of Phoenix citizens with the assistance of the United States Department of Education. In our 100-year history, the work of Friendly House has resulted in building resilient communities that are helping to spur economic development, stabilize neighborhoods and revitalize our city.

Position Summary

Under the general supervision of the Front Office Coordinator, provides frontline reception and courteous customer service. Performs various clerical duties such as data entry and establishing/maintaining accurate records. Maintains confidentiality and student privacy rights per FERPA, updates and creates Excel spreadsheets to manage data and summary information. Handles day-to-day student outreach and enrollment and records.
Maintains student files and records required data into integrated student database. Provides routine advice, guidance and assistance to departments, staff, and to prospective and current students regarding enrollment or records and registration policies and procedures.

Position Qualifications

Job Qualifications:

• High School Diploma or equivalent.
• Customer service oriented
• Ability to work with people from various backgrounds and support diverse customers.
• Knowledge of computer software, including applications, Microsoft Office products, Internet & electronic communication (e-mail, social networking, etc.)
• Proficient typing skills
• Minimum 1 year experience in data entry and customer service
• Work in a fast-paced environment
• Attention to detail.
• Bilingual in Spanish/English
• Energy and enthusiasm
• Excellent collaborator with experience working on dynamic, multicultural teams.
• IVP Fingerprint Clearance Card or ability to obtain one.

Preferred Qualifications:

• Associate degree or higher education
• 2-3 years related experience in data entry and customer service.
• Multilingual in other commonly encountered languages (i.e. Dari, Arabic, Creole, Farsi, etc.)
• TABE 11/12 and TABE CLAS-E test proctor
• Experience working in non-profit or client services.

Responsibilities:

• Enter attendance in the data system and attend inbound and outbound phone calls for attendance and Outcomes
• Enter student demographic data in State data management system.
• Engage with walk-in clients and help provide internal Friendly House and external community resources such as: other Friendly House departments, education, workforce, job readiness assistance, support services, and connections with outside agencies.
• Collect all support information entered in the correspondence data systems.
• Provide information about the program and support services by phone, in person and at community events.
• Create and keep updated adult learners’ files.
• Attend Professional Development and any other required training by Friendly House and the Arizona Department of Education
• Keep records of phone calls, waiting list, eligibility information and other statistic and relevant information for the community and the organization
• Assist in registrations with intake, orientation, and assessment.
• Implement assessment process for new participants.
• Work closely with Front Office Coordinator and Testing Specialist in scheduling progress assessments, collecting data, and data entry
• Collaborates with the instructors and program coordinators in analyzing the program’s aggregated data.
• Assist teachers in using data to improve and guide instruction.
• Closely collaborate with supervisors and support staff to ensure all assessments are in compliance and reflected in the data.
• Actively participate in required ADE-AES meetings and trainings
• Performs other duties as assigned and needed