Office Assistant Part Time

Job Description

Job Description

Company and Culture:

House of Mercy, Inc., a sponsored ministry of the Sisters of Mercy, is on a mission to empower people living with HIV/AIDS in their transformation toward a more independent life. We are a small team of resolute professionals working collaboratively to help our clients and guests achieve social/emotional well-being and economic self-sufficiency. Our Palm Program provides a home-like environment coupled with support and case management services to assist with developing a plan to break the cycle of homelessness, stabilize housing, and reintegrate into the community. Our Positive Connections program provides supportive services to help individuals in the broader community remain housed and connected to care. Guided by our CARE values, we are motivated to help end the epidemic by providing quality services for those living with HIV and the communities that support them.

Job Summary

We are seeking a Part-Time Office Assistant to join our team and support the organization in our efforts to empower people living with HIV or AIDS who are unhoused or at risk of homelessness through a wide range of administrative responsibilities. The Office Assistant must support the goals, philosophy, values, and mission of the Sisters of Mercy and the House of Mercy, Inc. The role of the Office Assistant is to serve as the operational assistant for all administrative duties. This position will monitor deadlines, coordinate activities, and assist where needed in the office. This position will work 20 hours a week, Monday – Friday, from 8:30-12:30, at our office in Belmont, NC.

Qualification Requirements

To perform this job successfully, an individual must perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Qualifications

High School or equivalent

• 3 or more years of experience in an office setting.
• Ability to read and interpret documents such as safety rules, operations manual, policies, benefits plans, employee handbook and written directions.
• Ability to write reports, add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Knowledge, Skills and Abilities

• Excellent verbal and written communication skills.
• Strong empathy and interpersonal skills
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize and reprioritize tasks in a changing environment. 
• Ability to act with integrity, professionalism, and confidentiality.
• Aptitude in problem-solving and analytically driven.
• Must be proficient in the Microsoft Office Suite, with at least intermediate-level proficiency in SharePoint and Excel. 
• Must be able to quickly become proficient in additional software applications such as Donor Perfect. 
• Must be able to work independently, with a team, and alone.

Core Responsibilities

• Create correspondence (e.g. invoices, reports, memos, letters, agendas, surveys, and other documents) using word processing, spreadsheets, databases, or presentation software.
• Perform general office duties such as ordering supplies, maintaining records management of database systems, and processing mail.
• Record, compile, transcribe, and distribute minutes of meetings.
• Maintain fiscal information; updating the donor database, monitoring accuracy of bank deposits, invoicing services provided, and creating reports. 
• Utilizing the website to appropriately and accurately enter incoming referrals. 
• Submit invoices to CPA firm for payment, monitoring accuracy of payments, and maintaining file records of all invoices and payment information.
• The Office Assistant also serves as the "Security Officer," as detailed in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Perform other work as required or assigned.

Physical Demands:

Requires frequent standing, sitting, and walking and driving of an automobile. Must be able to lift, push, pull and move equipment, supplies, etc. over (50) pounds with assistance throughout the workday. Must be able to relate to and work with ill, disabled, emotionally upset, and at times hostile people within our programs.

Environmental Demands:

Requires inside work with occasional exposure to intermittent noise and other general office conditions. Working occasionally outside in the weather as needed for events. Often requires being the only person in the office.

Benefits

House of Mercy offers benefits to both full and part-time employees who meet the eligibility requirements.

Medical and Dental benefits

Employer paid Life Insurance, Short Term Disability and Long-Term Disability

Flexible Spending Account

403(b) Retirement plan with 3% discretionary and up to a 2% match

Professional Development opportunities