Office Assistant

JOB DESCRIPTION

Job Classification/Working Title: Office Assistant

Workdays: Monday through Friday

Work Hours:  7:30 am – 4:30 pm

The Office Assistant supports daily front-office operations by managing communications, mail, deliveries, and administrative workflows while serving as the first point of contact for clients and visitors. This role ensures efficient office processes and provides professional administrative support to agency staff.

Key Responsibilities

• Customer Service: Serves as the first point of contact for clients and visitors, addressing inquiries and directing them to the appropriate personnel. 
• Manage Incoming Calls: Manage a multi-line phone system and route calls to appropriate staff.
• Manage Incoming Mail: Open all incoming mail unless marked ‘Personal’ or ‘Confidential’ or addressed to Executive Director, Human Resources or Payroll.  Date stamp and route to appropriate personnel. 
• Manage Deliveries: Deliveries arrive daily (Federal Express, UPS, etc.).  Make sure you direct deliveries to the designated area for drop-off.
• Manage Correspondence: Handle incoming communications, including emails, and written correspondence, ensuring timely responses and appropriate routing. 
• Manage Postage Meter: Add postage to outgoing correspondence, as well keeping track of postage funds and replenish funds as needed.
• Manage Fax Machine: Manage incoming fax correspondence and route to appropriate departments.
• Manage Photocopier: Make sure paper is loaded in the copier each morning and each afternoon. Contact service technician when necessary. 
• Receipt Incoming Payments: Manage incoming rent payments and provide a hand-written receipt for each payment received.
• Handle Office Supplies: Manage inventory and request office supplies as needed, keeping the workspace well-stocked and organized. 
• Maintain Agency Phone Directory: Update and distribute when changes are made
• Support Other Staff: Provide administrative support to various team members, ensuring that everyone has the resources they need to perform their duties effectively. 

Qualifications

• High school diploma or GED required; Associate degree in Business Administration or related field preferred.
• Minimum of 3 years of administrative, office support, or customer service experience required.
• Experience in a fast-paced office environment preferred.
• Ability to maintain confidentiality and exercise sound judgment.

Knowledge, Skills & Abilities

• Strong written and verbal communication skills.
• Professional customer service and interpersonal skills.
• Excellent organizational and time management abilities with the ability to multitask.
• Proficiency in Microsoft Office Suite and standard office systems.
• Ability to manage multi-line phone systems, office equipment, and administrative workflows.
• Strong attention to detail and accuracy in handling documents and payments.

Physical & Work Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry up to 50 pounds.
• Ability to bend, stoop, and reach to handle files, supplies, and deliveries.
• Work performed primarily in an office setting.