Office Assistant

JEFFERSON BLOUNT ST CLAIR MENTAL HEALTH AUTHORITY•Birmingham, AL

9d•Onsite

About The Position

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.

Requirements

High school diploma or GED required
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.
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.
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.

Nice To Haves

Associate degree in Business Administration or related field preferred.

Responsibilities

Serves as the first point of contact for clients and visitors, addressing inquiries and directing them to the appropriate personnel.
Manage a multi-line phone system and route calls to appropriate staff.
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.
Deliveries arrive daily (Federal Express, UPS, etc.). Make sure you direct deliveries to the designated area for drop-off.
Handle incoming communications, including emails, and written correspondence, ensuring timely responses and appropriate routing.
Add postage to outgoing correspondence, as well keeping track of postage funds and replenish funds as needed.
Manage incoming fax correspondence and route to appropriate departments.
Make sure paper is loaded in the copier each morning and each afternoon. Contact service technician when necessary.
Manage incoming rent payments and provide a hand-written receipt for each payment received.
Manage inventory and request office supplies as needed, keeping the workspace well-stocked and organized.
Update and distribute when changes are made
Provide administrative support to various team members, ensuring that everyone has the resources they need to perform their duties effectively.