Imagine a place where your talent can make a difference in people's lives. Working at MountainHeart Community Services, Inc. is a rewarding experience in which our employees work together as vital parts of a bigger mission. We are collaborative, innovative, mission-driven, and focused on results. It is time that you join our team! Benefits of working for MountainHeart Community Services, Inc. We offer a variety of social programs, flexible work hours and family-friendly benefits Health insurance is available on a cost-sharing basis for employee and families

• Employer pays 79% of premium Profit Sharing Retirement Plan
• Employer contributes 10% of your salary Dental Insurance
• Employer pays 100% of the premium for employee and families Access to supplemental insurances, i.e. short term disability, accident etc. Access to Vision Insurance Basic Life Insurance Optional Life Insurance Dependent Life Insurance Up to sixteen
• Paid holidays Position available:

Administrative and Outreach Specialist Department:

Administration Reports To:

CEO FLSA

Status:

Non-Exempt OSHA Category:

Category 3

Summary:

The Administrative and Outreach Specialist serves as the central operational hub and public face of MountainHeart Community Services, Inc. Stationed at the front desk, this dual-purpose role balances daily high-level administrative tasks, front-line client intake backup, and facility oversight with proactive community relations. The Specialist coordinates public awareness initiatives, manages regional outreach distribution, and plans local events to expand the agency's footprint and ensure low-income individuals and families across the service area are connected to essential resources.

Essential Duties and Responsibilities:

Front Desk Operations & Facility Stewardship

• Greet and welcome all walk-in clients, partners, and vendors with a compassionate, trauma-informed, and professional approach.
• Answer, screen, and route incoming phone calls to the appropriate staff or programmatic departments efficiently.
• Triage walk-in visitors, providing accurate basic program information, routing intake forms, and delivering qualified external community resource referrals.
• Process, log, and distribute all incoming and outgoing mail, overnight packages, and agency deliveries daily.
• Conduct structured daily facility walks of the reception lobby, public restrooms, and conference spaces every morning and evening; cross-reference conditions with a building maintenance schedule to log clutter, safety hazards, or low sanitizing supplies.
• Maintain a highly organized, clean, accessible, and welcoming lobby area. Data Systems & Program Support
• Review, screen, and process Dollar Energy Fund applications, including conducting direct applicant interviews, verifying required income and utility documentation, and entering data into the utility provider portal.
• Manage scheduling, confirmation calls, and administrative intake checklists for the Volunteer Income Tax Assistance (VITA) site during peak tax seasons.
• Serve as the agency's designated LITT Backup Administrator, maintaining proficiency in the statewide data system to execute data entry, run baseline performance reports, and step in seamlessly during high-volume periods or case manager absences.
• Assist clients in compiling mandatory verification paperwork (e.g., copying state identification cards, verification of income, or utility statements) required for programmatic eligibility.
• Maintain absolute data integrity and strict client confidentiality across all internal portals, databases, and physical file systems. Community Engagement & Public Relations
• Plan, organize, and execute a minimum of one (1) organized community outreach event per quarter to increase local brand awareness and connect eligible residents with agency services.
• Design, format, and schedule short public service announcements (PSAs) regarding Community Services Block Grant (CSBG) funding availability, emergency services, or localized application deadlines; maintain and distribute these assets to an active distribution list of local radio stations and regional newspapers.
• Regularly audit, write, and update official agency marketing brochures and program checklists to ensure alignment with current income eligibility metrics and state guidelines.
• Coordinate inter-agency referral networks by compiling and distributing outreach material packages to regional libraries, rural health clinics, Department of Human Services (DHS) offices, and senior centers.
• Actively participate in assigned internal and external agency committees, taking structured, professional meeting minutes and circulating them to executive leadership. Office Logistics & Executive Assistance
• Coordinate room configuration, logistics, catering, and materials setup/cleanup for all official Board of Directors and executive team meetings.
• Manage registration, tracking, and complex lodging/travel logistics for agency staff and executives attending state, regional, and national Community Action conferences.
• Monitor, track, and cost-allocate routine office supply spending, executing prompt reorders to prevent inventory bottlenecks.
• Collaborate directly with the IT and finance departments to execute a comprehensive, biennial agency equipment and physical asset inventory.

Education and/or

Experience:

High school diploma or equivalent required (associate's degree or administrative certificate preferred). 1-2 years of experience in reception, customer service, or administrative support (nonprofit or human services environment is a plus). Strong interpersonal skills with the ability to communicate with diverse populations respectfully. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and a comfort level learning specialized databases like the Dollar Energy portal, LITT system, and basic tax intake software. Excellent organizational skills and the ability to multitask in a busy environment. Must have a valid West Virginia driver's license; clear criminal background with no charges related to child abuse or neglect, domestic abuse or drug abuse; and APS/CPS check. Must be bondable.

Deadline to apply:

When position is filled.

Rate of pay:

$14.00 MountainHeart Community Services, hires through Integrated Resources, Inc. The Administrative office is located in

Matheny, WV Pay:

From $14.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person