Position Title: Office Assistant
General Summary of Responsibilities:
Provide timely and professional front office assistance by performing a variety of receptionist, administrative and program support duties.
Specific Job Responsibilities:
Greet and assist visitors and clients.
Answer the telephone professionally and maintain working knowledge of telephone.
Maintain general understanding of all agency programs.
Maintain knowledge of community services.
Make a general initial assessment as to client needs and refer them to the appropriate staff or other agency.
Assist clients in completing client intake forms and applying for agency programs.
Type letters, memos, forms, procedures, reports, brochures and signs.
Process incoming and outgoing mail.
Deliver outgoing mail to the post office, as needed.
Process quarterly postage and photocopy usage reports.
Receive freight and incoming orders and notify the appropriate employee.
Communicate information to the Executive Director on all activities pertaining to (Receptionist/Administrative) issues.
Continue personal growth through a variety of educational and training experiences.
Maintain tracking software filing systems.
Maintain knowledge of State and Federal regulations as they pertain to the agency.
Prepare and submit monthly, quarterly, semi-annual and annual reports, as requested.
Assist Executive Director and Program manager in updating forms and procedure manuals as directed.
Order supplies and ensure supplies are stocked.
Operate photocopy machine, fax, printers, calculator, and computer.
Assist with general technical assistance of photocopiers, printers and central telephone system.
Possess working knowledge of e-mail, word processing, database, spreadsheet and publishing programs.
Input data including client demographics and services into Tracking software.
Operate agency vehicle for agency administrative needs.
Maintain agency and client confidentiality.
Demonstrate sensitivity to the problems of low-income, elderly and disabled individuals.
Maintain historical documentation of agency and agency events to include newspaper articles and advertisements.
Track and maintain database of funding sources and prospective sources of time, money, and other donations. Notify staff of those pertaining to their program.
Coordinate health and safety training for all staff (including but not limited to CPR, defensive driving, First Aid) and maintain records of trainings.
Reconcile appropriate bank statements.
Assist Executive Director in maintaining the agency website.
Assist Program Staff with administrative tasks.
Position Qualifications (Knowledge, Skills, Abilities):
High School diploma or equivalent with one-year experience in related field preferred.
Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedures manuals. Ability to write routine reports and correspondence. Ability to speak effectively before clients and employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Possess a valid driver’s license and an insurable driving record.
Ability to establish a positive rapport with staff, employers, the community and clients.
Ability to relate with others in an open, honest, and direct (non-judgmental and non-hostile) manner.
Ability to be a team player in dealing with other staff members and organizational objectives.
Ability to build positive work relationships.
Ability to present self in a professional and positive manner.
Ability to travel independently using agency vehicle.
Good organizational and time management skills.
Honesty.
Good personal computer skills.
Dependability.
Ability to type/keyboard (50 wpm) preferred.
Physical Demands:
Must be able to stand, walk, sit, use hands and fingers to handle or feel, reach horizontally and vertically, bend, use arms, legs, hands, and feet for fine motor skills, climb stairs and ladders, stoop, crawl, twist and turn trunk, reach down and overhead, push and pull, lift and carry up to 15 pounds on a regular basis, taste, smell, talk, and hear. Must possess color discrimination, peripheral depth perception, rapid mental-muscular coordination and vision correctable to near 20/20. Must be able to file in 30” and 52” file cabinets.
Work Environment:
Generally, works in a controlled work environment with minimal noise from office equipment and clients.
