Office Assistance (Full-Time) DDS Dept

Job Responsibilities

Answers phones and take messages.

Types and prepares reports, meeting minutes and plans requested by the Operational Manager and/or Director of DDS.

Performs typing and clerical needs for the DDS Department.

Completes research for necessary information needed for the programs.

Monitors office supplies and equipment and orders supplies as needed.

Maintains accurate ledgers according to agency regulations on expenses and contributions submitted from the programs.

Check all submitted documents and requests for accuracy and requirements prior to submitting them to Social Services Administration for approval.

Submits program requests for approval to Social Services Administration.

Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.

Keeps records of all documents processed through the DDS Department.

Submits all financial and statistical reports as requested by the Operational Manager.

Attends all meetings relevant to fiscal matters as assigned by the Operational Manager and/or Director of DDS.

Performs clerical functions for multiple programs, including data entry, filling, and distributing mail.

Handles billing matters by processing check requests, interacts with vendors, and maintains petty cash.

Establishes, maintains files, records according to agency regulations which include staff time sheets.

Manage office petty cash and submit receipt weekly.

Work with external vendors to obtain outstanding invoices.

Supervise and train volunteers to ensure compliance with agency standards.

Contact vendors for pricing and prepare appropriate requests for payment as needed.

Set up prospective candidate(S) for interviews for all senior staff openings.

Complete weekly meeting with the Operational Manager for update on department.

Gathers employee time sheets weekly, secures department head approval and remits to payroll.

Attends meetings, Seminars and job fairs as assigned by the Operational Manager and/or Director of DDS.

Sweeps and mops to maintain a neat and organized environment in the DDS office.

Request follows up and submit with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program.

Keep record of supplies within the DDS offices and report all deficiencies.

The essential functions for the job include, but are not limited to, the duties in the job description.

Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served.

Qualifications

Minimum Associate Degree, with 2 years of business/administrative training or experience.

Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook. Accurate typing skills (Min. 40wpm)

Bilingual preferred

Have a pleasant telephone manner and attention to detail.

The ability to work in a fast-paced environment while maintaining a positive demeaner.

Excellent organizational, time management, and interpersonal skills.

Must have people skills with experience working in customer service.

Has respect and consideration for the individuals being served.