Overview

Job Title: Ambassador

Department: Operations Admin

Manager: Damar Village and Campus Relations Ambassador 

Schedule: Monday through Friday 6:30am-2:30pm

Location: Children's Residential Campus

Compensation: Hourly/ Non-Exempt

Job Summary: The Ambassador is responsible for performing administrative and office support activities for multiple supervisors. These activities include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing.

Responsibilities

• Attends mandatory staff meeting and other meetings as assigned.
• Manages scheduled events in conference rooms by assisting employees with reservations, configuring rooms to host’s specifications and maintaining appearance of the rooms.
• Oversees utilization of agency vehicles by:
  • Ensuring appropriate documentation has been received and is thoroughly completed prior to releasing vehicle for client related outings.
  • Reporting maintenance issues or damage promptly to the Maintenance Department.
  • Monitoring the condition of vehicles including interior/exterior damage and mileage.
  • Verifying Gas Cards are returned.
• Responsible for upkeep and cleanliness of certain areas including, but not limited to kitchen, restrooms, family visitation rooms, common areas, and administration office.
• Assists employees with the use of copy machines, fax machines, and general office help.
• Facilitates the efficient and professional handling of all incoming phone calls by maintaining updated client and employee rosters, daily “On Duty” management roster, and agency phone extension lists.
• Trains new employees and maintains the voicemail system.
• Performs general clerical duties to include, but not limited to, aiding with word processing, copying, faxing and filing.
• Signs for and distributes UPS/FedEx or similar delivered packages to appropriate personnel. Including keeping accurate record keeping of packages delivered – date and signed out/picked up by. Also moving packages from the breezeway of the administrative building to the designated closet in a timely manner.
• Prepares and processes outgoing mail to include accurate weighing; coding, sorting, affixing postage, properly addressing, preparing certified/overnight/return receipt mail and purchasing additional postage via postage by phone.
• Ensures timely distribution of incoming mail and faxes.
• Provides quality customer service by answering all incoming calls and routing each call to the appropriate person, forward to voice mail, and/or record and distribute written messages.
• Greets visitors and determines whether they should be given access to specific individuals.
• Notifies manager when inventory of office supplies becomes low.
• Makes copies of needed documentation.
• Keeps documents stocked in mailroom for company wide use.
• Assures guests are escorted to meetings and family rooms.
• Damar apparel will be provided and expected to be worn on your shifts.
• Prioritizes duties in a manner consistent with organizational objectives and growth.
• Shows initiative by identifying solutions to work towards improving stakeholder satisfaction.
• Takes pride and ownership in Damar’s facilities and assigned work areas.
• Seeks the best use of materials, equipment, and staff to maximize efficiency and effectiveness.
• Acts as a good steward of Damar and/or client finances.
• Utilizes data collection in relation to driving and tracking outcomes and achieving agency initiatives and goals.
• Maintains confidentiality in all aspects of client, employee and agency information.
• Will adhere to all policies and procedures as defined in the Employee Handbook and Damar Operational Policies and Procedures Manual.
• Completes and updates mandatory training and other licensure related items in a timely manner.
• Maintains documentation that is accurate and legible.
• Completes incident reports, including reporting any suspected exploitation, abuse, or neglect of a client.
• Ensures that the agency meets its quality improvement, evaluation, and reporting requirements.
• Actively participates in and/or oversees data collection and the use of data to improve outcomes, practices, and service delivery.
• Respects the culture, diversity and rights of all clients, their families and the community.
• Performs other duties as assigned. 

Qualifications

Education: High School Diploma or GED.

Experience: Previous experience is not required.

Equipment Familiarity:

• Proficiency with MS Office applications including: Word, Excel, Outlook and PowerPoint
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.
• Ability to handle multiple phone lines.
• Knowledge of Microsoft Office and immediate typing skills.

Certifications, Licenses or Special Training:

• Minimum age of 21 per licensure requirements.
• Therapeutic Crisis Intervention (TCI) training is required, certification is preferred but not required.
• Must meet and maintain background screening requirements for all Damar Programs as detailed in policy 1.HR.02 Pre-Employment and Employee Background Checks.
• Valid Indiana driver’s license and driving record that meets eligibility requirements of Damar’s insurance carrier (for all positions requiring driving).
• Successful completion of pre-employment physical required. 

Abilities:

• Ability to follow and execute specific oral and written instructions.
• Ability to communicate effectively, both orally and in writing.
• Ability to promote and maintain positive interaction with all internal and external stakeholders.
• Must be people-oriented and team player.
• Demonstrate respect for cultural, ethnic, spiritual, and linguistic diversity and values including differences in personal goals, lifestyle choices and varying family backgrounds and histories.
• Ability to physically manage and restrain clients when necessary, including ability to assist in lifting, maneuvering, and physically supporting individuals up to 200 pounds; ability to lift up to 35 pounds.