Office Assistant I

Job Description

Job Description

STATEMENT OF THE JOB: Under the overall supervision of the Executive Director and the direct supervision of the Administrative Specialist. Responsible for performing receptionist duties and providing clerical and administrative assistance to the agency.

ESSENTIAL FUNCTIONS:

1. Serve as a member of the Administrative Office Management Team in overall coordination and planning for the agency’s programs.
2. Maintain a cooperative and professional attitude with all staff, clients, volunteers and community.
3. Greet all persons who call or visit the agency and assist as needed. Manage the agency phone system including screening calls and taking messages for staff, answering all agency calls and processing all voicemails daily.
4. Responsible for sharing knowledge of current program requirements, local community resources, and other information and/or resources to assist clients.
5. Receive donations and provide receipts to clients as needed.
6. Perform moderately complex data entry, data management and clerical work (i.e. setting up files, filing, printing/ copying, running reports, shredding.) Pick up, process and distribute agency-wide mail daily, including but not limited to, processing in-coming and out-going mail, overnight shipments and certified mail.
7. Provide administrative assistance in preparation of documents, events, meetings, reports, presentations, brochures, training materials, filing, service delivery, technology, technology maintenance and other agency projects.
8. Assist with building maintenance, such as changing and dusting air filters, changing light bulbs, security checks, ensuring lobby remains clean, etc.
9. Assist with verbal and written translation for the agency if applicable.
10. Responsible for maintaining the Forms Database (revisions, additions or deletions) for the Agency.
11. Responsible for sharing knowledge of current program requirements, local community resources, and other information to assist clients.
12. Assist in the preparation and distribution of the Administrative Manual.
13. Responsible for maintaining, distribution and filing of employee and visitor sign-in sheets.
14. Responsible for avoidance or appearance of fraud and assist in ensuring compliance in the overall management of the agency.
15. Responsible for assisting other departments with activity for Administration office. (i.e. HR, Accounting, Head Start),

NON-ESSENTIAL FUNCTIONS:

1. Is always professional.
2. Respects confidentiality in all aspects of the agency.
3. Must be willing to participate in all training designed for professional development.
4. Able to handle stress, tension and exasperation that contact with adults may bring every day.
5. May be called upon to administer first aid at any time. The incidental nature of this circumstance effectively establishes first aid as a collateral duty, rather than a primary one.
6. Perform other job-related duties as necessary for the overall operation of the program.

JOB REQUIREMENTS:

Educational Requirements:

• High school diploma or GED and some college preferred.

Experience Requirements:

• Minimum of one-year work experience in business, customer service or related field.
• Proficient computer skills with minimal errors.
• Proficiency in Office Microsoft 365 Physical Requirements:

• Must be able to pass tuberculosis screening annually and initial health examination within three months of hire.
• Valid driver’s license, access to transportation with liability insurance and willing to use vehicle for agency related travel.

• Ability to travel out of area overnight to attend training
• Ability to hear and communicate orally with children and adults.
• Specific vision abilities required by this job include close, distance and peripheral vision, depth perception and ability to adjust focus.
• Occasionally lift and/or move up to 50 pounds.

Skill Requirements:

• Ability to read, write, and perform mathematical calculations.

Personal Traits:

• Confidentiality in matters related to duties is imperative. Ability to keep confidential information without inappropriately divulging it.
• Ability to work closely with co-workers, program staff and the public.
• Ability to work with individuals of different cultural, linguistic and economic backgrounds.
• Be in sympathy with the concepts of the agency.
• Possess planning and organizational abilities.
• Ability to make decisions and work without continual close supervision.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and /or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Currently budgeted for 12 months per year.

Hours: 8:30 am - 3:00 pm Monday - Thursday

Pay: $13.00/hr.