Office Assistant

DePaul Community Resources•Fishersville, VA

19h•Onsite

About The Position

DePaul Community Resources seeks a Full-time (37.5 hour workweek) Office Assistant in the Fishersville office location. The Office Assistant is primarily responsible for front office coverage and administrative support tasks. Given the location and nature of the work, the position must exercise sound professional judgment, confidentiality, exceptional customer service, and a welcoming and problem-solving attitude. The Office Assistant will interact with employees and the public, who may stop by the office or communicate through other modalities such as telephone, email, and virtual meetings. The time, duration, and frequency allocated to specific duties and public interaction may vary depending on the assigned office(s) and department(s).

Requirements

A High School Diploma or GED and one year of office/clerical experience
Attention to detail
Working knowledge of Microsoft Outlook, SharePoint, Word, Excel, and PowerPoint
Concise, accurate, and respectful communication
Effective and efficient time management and organizational skills
Ability to work independently as well as part of a team
Knowledge of office and records administration techniques and procedures.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
Knowledge of Microsoft Office Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and virtual meeting applications such as Zoom, Webex, Google Meet
Knowledge of relevant policies, procedures, and strategies to promote the safety and protection of people, data, and property
Knowledge of methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communication
Knowledge of DePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agencies
Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder
Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work
Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times
Demonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
Demonstrate interpersonal and verbal skills to defuse emotional situations, calm upset individuals, allay fears, and lessen confusion
Collect and analyze data
Manage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a high-quality work product
Develop and maintain professional working relationships and appropriate boundaries with individuals served, coworkers, community partners, and business associates, and work collaboratively within a team environment
Accurately prepare and maintain records, files, and reports
Communicate effectively in both oral and written form
Make arithmetical computations and tabulations
Read and understand information and ideas presented in writing
Analyze, organize, and prioritize work while meeting multiple deadlines
Ability to analyze and prepare documents, reports, and correspondence
Operate a personal computer with a general understanding of MS Office Suites, virtual meeting software, the Internet, and department or program-specific software
Analyze and prepare concise and accurate documents, reports, and correspondence
Effectively market the programs and services of the department
Train others
Exercise sound judgment and critical thinking in decision-making and solving various work-related situations
Learn policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibility
Assist with the general upkeep and cleaning of office areas and agency vehicles
Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valued
Demonstrate professional composure in difficult and stressful situations
Demonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of work
Demonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to know
Successful completion (per DePaul's policies) of a Motor Vehicle Record, Criminal and Child Protective Services Background Report, and Drug Test is required.

Nice To Haves

A comparable combination of education and experience may be considered.

Responsibilities

Act as the receptionist and receive and screen visitors and telephone calls, take and relay messages, and serve as a liaison with vendors who, for example, may need to access the office location to conduct repairs or maintenance of equipment
Provide office support activities such as opening and distributing mail for most staff; process outgoing mail and mass service program communications; track and order office supplies, petty cash and credit card receipts, and general clerical support for assigned programs and services such as mailing new hire packets; complete assigned errands and or shopping needs related to office and or service programs.
Act as receptionist and receive and screen visitors and telephone calls and take and relay messages
Assist with billing for departments as assigned and provide support services to the Finance department
Assist with monitoring, maintaining, and coordinating fleet (oil changes, inspections, tag expiration, etc.) as well as buildings (monthly review of exit lights, smoke detectors, first aid kit supplies, etc.)
Support electronic recordkeeping systems/databases by completing tasks such as scanning and uploading documents, placing documents in respective placeholders for applicants, provider home, case record, or other designated categories; creating and maintaining parts of case or home records related to applicants, referrals, intake, etc; entering data directly from an application or document to the general tab section or other designated section of an electronic database case record.
Process, track, and report LEIE search and other background check results for applicants, resource parents, sponsored residential providers/DSPs, their household members, and others as assigned; maintain related appendix files as applicable.
Assist with local office events, gatherings, and meetings, such as scheduling, ordering food, meals, and supplies, preparing and distributing documents and materials, and supporting opening and closing activities such as setup, greeting, and cleaning
Complete duties specific to the needs of a program, office, or department, may include but are not limited to managing Q&C closed paper file storage and access, note taking/minutes for assigned meetings, scheduling appointments/managing calendars