Office Assistant

Project FIND’s mission is to provide low- and moderate-income and homeless seniors with the services and support they need to enrich their lives and live independently. Today Project FIND operates three supportive housing residences that are home to about 600 people and four senior centers with over 3,000 members. Our members and residents range from the healthy and active to the frail and homebound to the homeless. For all these men and women, Project FIND is a critical resource, providing housing, meals, and programs that help individuals navigate the challenges of aging by encouraging community engagement and healthy living. Please visit our website at: www.projectfind.org.

Job Summary:

Under the guidance of the Director of Administrative Services, the Office Assistant will work to support the administrative needs of Project FIND.  In addition to the regular responsibilities noted below, the Office Assistant will assist in special projects as they may arise.

General Administrative Support:

• Answer and direct phone calls to appropriate parties.
• Greet clients and visitors, ensuring they are directed to the appropriate person or department.
• Assist the Director in maintaining office inventory, including supplies such as paper, pens, cleaning materials, and coffee.
• Manage sorting and distribution of incoming and outgoing mail.
• Retrieve packages from the lobby as requested.
• Digitally archive historic hard-copy records of quarterly meetings for Project FIND’s Board and committees.
• Assist with logistical operations and minutes for board meetings.
• Provide basic IT troubleshooting, including resolving printer issues, setting up office equipment, and assisting staff with software or connectivity problems.
• Coordinate with IT support services for more complex technical issues.
• Assist with scheduling and management of calendars in Outlook for select senior leaders.
• Other duties as assigned

Fiscal Support:

• Upload invoices into the AvidXchange system to ensure timely bill payments.
• Process non-rental checks by uploading them into the JotForm system, entering accurate details, and providing hard copies to the appropriate department.
• Distribute rental checks to the designated recipient.
• Scan and forward documents with clear and informative subject lines.
• Assist with accounting tasks related to 1099 and W-2 forms, ensuring all have been properly sent out. 

Property Management Support:

• Upload department-related documents (e.g., subsidy rent changes, housing inspections) into the JotForm system with accurate details.
• Scan and forward general rental applications to the appropriate recipient with an informative subject line.
• Upload Hamilton lottery applications into the JotForm system, enter accurate details, and provide hard copies to the appropriate person.
• Print, post, and mail letters as requested.

Development & External Relations Support:

• Upload incoming donations and accompanying documents into the Jot Form system and fill in the correct information on the form and give the hard copies to the fiscal department.
• Assist the department with the proper accounting of donations and distribution of acknowledgement letters to donors.

Qualifications:

• High School Diploma or GED OR a minimum of two years’ relevant experience in social services.
• Ability to interact with staff, clients, and visitors professionally and courteously.
• Strong computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Commitment to Project FIND’s mission and values.
• Exceptional customer service skills with a client-centered approach.
• Ability to prioritize tasks, multi-task efficiently, and manage time effectively
• Problem-solving skills with the ability to research and resolve inquiries using available tools and resources.

Project FIND participates in E-Verify, which confirms employment authorization through an electronic database maintained by the Social Security Administration and Department of Homeland Security. The E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification.  E-Verify is not used as a tool to pre-screen candidates. 

Salary : $18 - $22