Office Assistant

Position Summary: Provides support with general office management; telephone coverage, monitor residents, by completing the following duties

Department: Administration

Reports To: Executive Director

Essential Duties and Responsibilities:

Include the following. Other duties may be assigned.

• Create and complete employees' files upon hire with appropriate certifications and documents; close out employee files upon termination.
• Answers telephone and either responds to inquiry and directs caller to appropriate personnel.
• Create and complete resident files upon move-in and close out files upon move-out.
• Update specified documents on a weekly basis, distribute incoming mail, order employee name tags, assist in generating the monthly rent invoices, prepare all correspondence for mailing, summarize guest meals and employee meals, track employee and resident birthdays, assist staff in creating spreadsheets, reports, and documents, inventory office supplies and replenish as needed.
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Answers questions about organization and provides callers with address, directions, and other information.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Monitors visitor access and issues passes when required.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Orders, receives, and maintains office supplies.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.

To perform the job successfully, an individual should demonstrate the following competencies:

Ethics

• Treats people with respect; Keeps commitments; Upholds organizational values.

Organizational Support

• Follows policies and procedures; Completes administrative tasks correctly and on time.
• Planning/Organizing
• Prioritizes and plans work activities; Uses time efficiently.
• Demonstrates accuracy and thoroughness.
• Completes work in timely manner; Works quickly.
• Attendance/Punctuality, Is consistently at work and on time.

Qualifications:

To perform this job successfully, an individual must be able to 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 the essential functions.

Education and/or Experience:

• High school diploma or general education degree (GED); or one to three months' related experience and/or training; or equivalent combination of education and experience.

Language Skills:

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:

• Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.
• Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability:

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills:

• To perform this job successfully, an individual should have knowledge of Spreadsheet software and Word Processing software.

Other Skills and Abilities:

• Skill with elderly people
• Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this Job, the employee is regularly required to sit. The employee is occasionally required to walk.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually quiet.

Salary : $16 - $18