Office Assistant

Job Description

Job Description

About the Organization

We are a private, non-profit agency contracted with the State of California, Department of Developmental Services, to coordinate services for individuals with intellectual and developmental disabilities. We have served our community since 1974 and support individuals across the entire lifespan, from infants and toddlers through school-age children, transition-age youth, adults, and aging adults.

Position Summary

This role is the front door of the organization. You are the first person consumers, families, and service providers encounter, whether by phone, at the reception desk, or through the documents that pass across your workstation.

The position pairs high-volume reception work with the records and mailroom operations that keep case files accurate and accessible. It suits someone who stays composed when the phones are busy, treats every caller with patience regardless of how many times the same question has been asked, and is genuinely careful with paperwork that affects real people's services.

Key Responsibilities

Reception and Consumer Contact

• Manage a high volume of incoming calls, routing to appropriate staff and answering general inquiries directly.
• Greet consumers, families, and visitors, verify appointments, and ensure each person connects with the right staff member.
• Schedule appointments among consumers, families, external parties, and internal staff.
• Communicate professionally and respectfully with consumers, families, service providers, and partner agencies.

Administrative Support

• Reserve meeting and conference rooms and maintain department calendars.
• Prepare written correspondence, reports, and documents by gathering and collating information from multiple sources.
• Enter and maintain consumer information and related data in agency databases, software, and tracking systems with a high standard of accuracy.
• Maintain, stock, and inventory office supplies.

Records, Mailroom, and Document Management

• Process incoming and outgoing mail and shipments, including USPS, UPS, FedEx, interoffice mail, and faxes.
• Operate the postage machine and package materials for shipping.
• Copy, scan, file, and retrieve documents; conduct file research in electronic systems as needed.
• Establish and maintain paper and electronic filing systems, including purging and archiving on schedule.
• Assemble copies, packets, and mailings for distribution.
• Coordinate the preparation and transfer of boxes for off-site storage.
• Perform routine maintenance on office equipment, including clearing paper jams and replacing toner.

Assigned duties may vary. Other related duties may be assigned as needed.

Required Qualifications

Education and Experience

• High school diploma or GED, or an equivalent combination of education and experience.
• Two years of experience in an office environment or comparable related experience.

Skills and Abilities

• Proficiency with Microsoft Office and related business applications.
• Strong customer service instincts and working knowledge of general office functions.
• Accurate computer operation and data entry.
• Clear, organized written and verbal communication with excellent grammar.
• Consistent attention to detail across repetitive, high-volume tasks.
• Ability to manage competing priorities and shift between interruption-driven reception work and focused document processing.
• Discretion and sound judgment when handling confidential consumer information.