Office Assistant Part time
About The Position
Under immediate supervision of the Office Manager, Executive Assistant and/or Program Director, this role provides a broad range of office support to program staff and management. Responsibilities include answering and directing phone calls, greeting clients, vendors, and visitors, handling faxes and mail, photocopying, maintaining and ordering office supplies, scheduling meetings and appointments, preparing correspondence and spreadsheets, preparing invoices for payment, and preparing and maintaining tracking reports and files. Additional duties involve shipping and receiving mail and packages, interoffice/program distributions and communications, maintenance of copy and fax machines, facility/office work requests, and special projects as needed.
Requirements
- One year work experience preferably in an office answering phones and providing general clerical support
- Must be bilingual Spanish
- Excellent phone manner
- Good arithmetic skills
- Good spelling, grammar and punctuation skills
- Intermediate level PC skills required, specifically excel
- Excellent organizational skills
- Excellent interpersonal skills
- Excellent computer skills
- Excellent communication skills
- Ability to effectively prioritize and manage time
- High School Diploma or GED with computer or business courses
Responsibilities
- Answers and directs phone calls and takes messages as appropriate
- Greets visitors and directs to appropriate person
- Prepares outgoing faxes and distributes incoming faxes
- Photocopies a broad range of materials
- Schedules meetings and appointments
- Types routine correspondence and prepares files as assigned
- Maintain and order inventory of order supplies
- May pick-up meals for in-house meetings
- Assists in new hire set-up process for office or program
- Maintain and ensures HIPAA, ethical standards and professional boundaries with all staff and clients
- Develops and maintains varied tracking reports, contracts and/or agreements
- May write own correspondence and prepares correspondence for management
- Interfaces with clients, vendors, visitors to schedule appointments and resolve office administration issues
- Occasionally assist or handles small office moves (office furniture)
- May handle or assist with billing to clients or MediCal and MediCare
- Researches and prepares special projects as assigned
- May assist supervisor or management in the development of the work unit’s annual budget, contracts and monitoring adherence to such on a monthly basis; attend meetings and/or trainings to take notes or minutes
- Recommends changes to internal office procedures and workflow
Benefits
- Paid Vacation Days (1st year 12 days; increases with tenure)
- Paid Sick Days (Accrual per pay period)
- 9 Paid Holidays (including Day after Thanksgiving)
- Medical, Dental, Vision including a Health Savings Account or FSA
- Health, Dependent and Transportation Flexible Spending Accounts
- Basic and Optional Life Insurance for Employee, Spouse and/or Dependents
- 401K
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
