Office Assistant (51360)

Position Summary:

Person in this position will provide essential administrative and clerical support to ensure the efficient operation of our office. This position plays a key role in supporting staff, maintaining accurate records, handling financial tasks, and contributing to a well-functioning work environment.

Essential Job Functions:

• Provide general administrative and clerical support to office staff and management.
• Maintain an organized filing system for administrative documents, employee records, vendor files, and other relevant materials.
• Manage office inventory; order supplies in coordination with program managers/ coordinators; receive, sort, and distribute incoming mail and deliveries.
• Support the new hire process by assisting with onboarding paperwork and coordinate with the HR Manager and Office Manager throughout the hiring process.
• Maintain and update confidential employee files, including licensing documents & requirements for staff; notify staff of upcoming expirations and schedule/coordinate required renewals as needed.
• Assist with basic financial tasks such as processing invoices and check requests, coding credit card transactions, preparing bank deposits and monthly reports, and maintaining Excel spreadsheets.
• Copy, scan, and organize supporting documents; maintain accurate accounts payable records.
• Perform any other duties as assigned.

Essential Qualifications:

Certifications/Licenses:

Education:

• High school diploma or equivalent; associate degree or administrative certification preferred.

Experience and Competencies:

• Three to five years of experience as a full charge bookkeeper
• QuickBooks expert
• Billing software and/or Insurance knowledge helpful
• Exemplifies strong work ethic, is courteous and compassionate to clients and coworkers