Office Assistant

Full-time (37.5 Hour Workweek) Office AssistantDePaul Community Resources seeks a full-time (37.5 hour workweek) Office Assistant in the Christiansburg office location.The Office Assistant is primarily responsible for front office coverage and administrative support tasks. Given the location and nature of the work, the position must exercise sound professional judgment, confidentiality, exceptional customer service, and a welcoming and problem-solving attitude. The Office Assistant will interact with employees and the public, who may stop by the office or communicate through other modalities such as telephone, email, and virtual meetings. The time, duration, and frequency allocated to specific duties and public interaction may vary depending on the assigned office(s) and department(s).The Office Assistant will report directly to the Support Services Supervisor.This list is not an exhaustive & all-inclusive list of job responsibilities. The distribution of time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts management's right to assign other responsibilities to this job or reassign them elsewhere at any time.Act as the receptionist and receive and screen visitors and telephone calls, take and relay messages, and serve as a liaison with vendors who, for example, may need to access the office location to conduct repairs or maintenance of equipmentProvide office support activities such as opening and distributing mail for most staff; process outgoing mail and mass service program communications; track and order office supplies, petty cash and credit card receipts, and general clerical support for assigned programs and services such as mailing new hire packets; complete assigned errands and or shopping needs related to office and or service programs. Act as receptionist and receive and screen visitors and telephone calls and take and relay messagesAssist with billing for departments as assigned and provide support services to the Finance departmentAssist with monitoring, maintaining, and coordinating fleet (oil changes, inspections, tag expiration, etc.) as well as buildings (monthly review of exit lights, smoke detectors, first aid kit supplies, etc.)Support electronic recordkeeping systems/databases by completing tasks such as scanning and uploading documents, placing documents in respective placeholders for applicants, provider home, case record, or other designated categories; creating and maintaining parts of case or home records related to applicants, referrals, intake, etc; entering data directly from an application or document to the general tab section or other designated section of an electronic database case record. (Note: assigned program service workers are responsible for the content of the documents.)Process, track, and report LEIE search and other background check results for applicants, resource parents, sponsored residential providers/DSPs, their household members, and others as assigned; maintain related appendix files as applicable. (Note: assigned program service workers are responsible for the content of the documents.)Assist with local office events, gatherings, and meetings, such as scheduling, ordering food, meals, and supplies, preparing and distributing documents and materials, and supporting opening and closing activities such as setup, greeting, and cleaningComplete duties specific to the needs of a program, office, or department, may include but are not limited to managing Q&C closed paper file storage and access, note taking/minutes for assigned meetings, scheduling appointments/managing calendarsKnowledge, skills, abilities, and other characteristics or KSAOs are attributes needed to perform a job that is demonstrated through qualifying training, education, and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.Knowledge of:Office and records administration techniques and procedures.The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammarMicrosoft Office Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and virtual meeting applications such as Zoom, Webex, Google MeetRelevant policies, procedures, and strategies to promote the safety and protection of people, data, and propertyKnowledge of methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communicationDePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agenciesSkill/Ability to:Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredderDemonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of workGive full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate timesDemonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problemsDemonstrate interpersonal and verbal skills to defuse emotional situations, calm upset individuals, allay fears, and lessen confusionCollect and analyze dataManage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a high-quality work productDevelop and maintain professional working relationships and appropriate boundaries with individuals served, coworkers, community partners, and business associates, and work collaboratively within a team environmentAccurately prepare and maintain records, files, and reportsCommunicate effectively in both oral and written formMake arithmetical computations and tabulationsRead and understand information and ideas presented in writingAnalyze, organize, and prioritize work while meeting multiple deadlinesAbility to analyze and prepare documents, reports, and correspondenceOperate a personal computer with a general understanding of MS Office Suites, virtual meeting software, the Internet, and department or program-specific softwareAnalyze and prepare concise and accurate documents, reports, and correspondenceEffectively market the programs and services of the departmentTrain othersExercise sound judgment and critical thinking in decision-making and solving various work-related situationsLearn policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibilityAssist with the general upkeep and cleaning of office areas and agency vehiclesOther Characteristics:Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valuedDemonstrate professional composure in difficult and stressful situationsDemonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of workDemonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to knowA High School Diploma or GED and one year of office/clerical experience; attention to detail; working knowledge of Microsoft Outlook, SharePoint, Word, Excel, and PowerPoint; concise, accurate, and respectful communication; and effective and efficient time management and organizational skills are required. Must be able to work independently as well as part of a team. A comparable combination of education and experience may be considered.The work environment characteristics described herein represent those an employee encounters while performing the position's essential functions. The employee regularly works in an office environment and occasionally in the field. Due to the nature of the work, the incumbent may be exposed to situations of a highly emotional nature; incumbents are expected to use verbal skills to resolve interpersonal situations to achieve desired results independently. Work is generally completed regularly during weekdays; however, daily work hours may vary. Completion of job duties outside of normally scheduled hours may be required. Work is subject to frequent interruptions, and noise levels are varied based on the work locations.The physical demands described herein are representative of those that an employee in this position must meet, with or without reasonable accommodations, to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position, effective communication and seeing or hearing verbal cues. Walking for up to one-third of the time, sitting two-thirds or more of the time, standing for up to one-third of the time, bending from one-third to two-thirds of the time, stooping for up to one-third of the