Office Assistant II

Community Action Program for Central Arkansas•Conway, AR

9d•Onsite

About The Position

Under the overall supervision of the Executive Director and the direct supervision of the Administrative Specialist, this role is responsible for performing receptionist duties and providing clerical support for the agency. The Office Assistant II serves as a team member of CAPCA in overall coordination and planning for Agency programs, maintaining a cooperative and professional attitude with all staff, clients, volunteers, and the community. This position involves greeting visitors, managing the agency phone system, and providing information on program requirements and community resources. Key responsibilities include receiving donations, performing data entry and management, processing mail, and assisting with the delivery of services for various case management programs. The role also provides administrative assistance for documents, events, meetings, reports, and agency projects, and is responsible for maintaining an updated resource directory. Additionally, the Office Assistant II assists with volunteer applications, promotes a positive public image through social media, safeguards confidential information, and assists with building maintenance and other departments as needed.

Requirements

High school diploma or GED.
Minimum of one year of work experience in business, customer service, or related fields.
Proficient computer skills with minimal errors.
Proficient in Microsoft 365
Valid driver’s license, access to transportation with liability insurance, and willing to use the vehicle for agency-related travel.
Ability to travel out of the area overnight to attend training
Ability to hear and communicate orally with children and adults.
Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to adjust focus.
Occasionally lift and/or move up to 50 pounds.
Ability to read, write, and perform mathematical calculations.
Confidentiality in matters related to duties is imperative.
Ability to keep confidential information without inappropriately divulging it.
Ability to work closely with co-workers, program staff and the public.
Ability to work with individuals of different cultural, linguistic and economic backgrounds.
Be in sympathy with the concepts of the agency.
Possess planning and organizational abilities.
Ability to make decisions and work without continual close supervision.

Nice To Haves

Ability to handle stress, tension, and exasperation that contact with adults may bring every day.
May be called upon to administer first aid at any time.

Responsibilities

Serve as a Team member of CAPCA in overall coordination and planning for Agency programs.
Maintain a cooperative and professional attitude with all staff, clients, volunteers, and community.
Greet all individuals who visit or call the office and assist as needed.
Assist in managing the agency phone system, including answering agency calls and processing all voicemails daily.
Responsible for sharing knowledge of current program requirements, local community resources, and other information and/or resources to assist clients.
Receive donations, provide receipts, and complete thank you notes to donors as needed.
Perform moderately complex data entry, data management, and clerical work (i.e. setting up files, filing, printing/ copying, running reports, shredding.)
Pick up, process, and distribute mail daily, including but not limited to, processing incoming mail.
Must have all outgoing mail processed by no later than 4:00 pm each day.
Assist with the delivery of services to all eligible clients through Low-income Home Energy Assistance (Li-HEAP), Emergency Solutions Grant, The Emergency Food Assistance Program (TEFAP), and other case management programs as applicable.
Provide administrative assistance in the preparation of documents, events, meetings, reports, presentations, brochures, training materials, filing, service delivery, technology, technology maintenance, and other agency projects.
Responsible for being knowledgeable about community resources, including all food pantries, and updating the resource directory for Faulkner County annually.
Assist with processing all volunteer applications.
Responsible for promoting a positive public image for the Agency through social media and public appearances.
Responsible for safeguarding all confidential information as it relates to your job duties.
Responsible for avoidance or appearance of fraud and assist in ensuring compliance in the overall management of the agency.
Assist with building maintenance, such as changing and dusting air filters, changing light bulbs, security checks, ensuring lobby remains clean, etc.
Responsible for assisting other departments with activity for Administration office. (i.e. HR, Accounting, Head Start)
Respect confidentiality in all aspects of the agency.
Must be willing to participate in all training designed for professional development.
Ability to handle stress, tension, and exasperation that contact with adults may bring every day.
May be called upon to administer first aid at any time.
Perform other job-related duties as necessary for the overall operation of the program.