Office Assistant

Job Title:                           Office Assistant 

Department:                    Family Services

Employment Status:      Full Time/Regular/Non-Exempt

Qualifications:                 Josiah White's is a Christ-centered organization. We're seeking an individual with strong convictions who is also in agreement with White’s mission statement, Statement of Faith, and Code of Conduct. A minimum of two years of college with a preference for a college degree or relevant experience, general computer experience in a Windows and/or Google environment, word processing knowledge and experience, clerical skills, and excellent phone skills  

Reports to:                       Regional Manager

Job Summary:                This position combines, secretarial, clerical, and public relations services.  It interfaces with all departments within the agency, as well as collaborates with foster parents and other outside service contractors. This individual must demonstrate sensitivity to our service population’s cultural and socioeconomic characteristics and needs.

BASIC RESPONSIBLITIES

Interface with public

• Must present his or herself in a professional and courteous manner as the first point of contact for White’s.
• Answer phones, greet visitors, and respond to other forms of correspondence using excellent written and verbal communication skills.

Support office operations

• Manage multiple administrative support assignments for staff
• Coordinate critical timelines and office functions to ensure that obstacles are avoided and multiple activities are achieved simultaneously and as seamlessly as possible.
• Perform general housekeeping and maintenance duties as needed to maintain vehicles and a clean and organized office. 

Word Processing 

Maintain accurate records 

• Create and maintain Foster Child, Foster Parent, Home-based, Independent Living, and Adoption files
• Data base maintenance: entry, backup, generate reports
• Prepare, mail, and follow through on placement referrals/agreements, etc.

Petty cash 

• Disburse by established policies
• Keep accurate records

Enhance regional office organization 

• Generate lists and records as needed
• Sort mail
• Promote positive office culture

Office supplies and equipment 

• Maintain adequate inventory of office supplies, snacks, etc. as requested
• Monitor equipment functioning: replenish supplies, order repairs (with approval of supervisor), make recommendations regarding equipment needs and use
• Instruct other in proper use of office equipment

Other

SKILL, SUPERVISION, KNOWLEDGE, AND ABILITY

• Must be courteous, friendly, and articulate with various persons: placing agency workers, birth family, foster children, foster parents, staff, and other professionals
• Must be dependable and on time for work
• Must be well organized, able to prioritize tasks, and be an effective time manager
• Must possess good computer and word processing skills
• Must have the ability and patience to proofread (grammar, etc.)
• Must be able to be accurate in record keeping and message taking
• Be able to discern urgency of messages and situations and take appropriate action
• Must be able to maintain professional boundaries and confidentiality
• Must be able to work under pressure of deadlines
• Must be committed to the Mission, Core values, and Vision of Josiah White’s.
• Must be a team player—enjoy working closely with other staff members and have the ability to be flexible, adaptive, and positive in his/her actions.

PHYSICAL DEMANDS OF THE POSITION 

• Must be able to sit at desk for extended periods 
• Must be able to tolerate heavy typing load for extended periods
• Must be able to work well under emotionally stressful conditions

WORKING CONDITIONS

• Full time work days will be 8:00 a.m. to 4:30 p.m. Monday through Friday with one half hour for lunch. Any alternate schedule must be approved by the Regional Manager including part time schedules.
• Must maintain appropriate hygiene and attire per dress code.