Office Assistant

Responsibilities

• Answers phones and take messages.
• Types and prepares reports, meeting minutes and plans requested by the Operational Manager and/or Director of DDS.
• Performs typing and clerical needs for the DDS Department.
• Completes research for necessary information needed for the programs.
• Monitors office supplies and equipment and orders supplies as needed.
• Maintains accurate ledgers according to agency regulations on expenses and contributions submitted from the programs.
• Check all submitted documents and requests for accuracy and requirements prior to submitting them to Social Services Administration for approval.
• Submits program requests for approval to Social Services Administration.
• Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.
• Keeps records of all documents processed through the DDS Department.
• Submits all financial and statistical reports as requested by the Operational Manager.
• Attends all meetings relevant to fiscal matters as assigned by the Operational Manager and/or Director of DDS.
• Performs clerical functions for multiple programs, including data entry, filling, and distributing mail.
• Handles billing matters by processing check requests, interacts with vendors, and maintains petty cash.
• Establishes, maintains files, records according to agency regulations which include staff time sheets.
• Manage office petty cash and submit receipt weekly.
• Work with external vendors to obtain outstanding invoices.
• Supervise and train volunteers to ensure compliance with agency standards.
• Contact vendors for pricing and prepare appropriate requests for payment as needed.
• Set up prospective candidate(S) for interviews for all senior staff openings.
• Complete weekly meeting with the Operational Manager for update on department.
• Gathers employee time sheets weekly, secures department head approval and remits to payroll.
• Attends meetings, Seminars and job fairs as assigned by the Operational Manager and/or Director of DDS.
• Sweeps and mops to maintain a neat and organized environment in the DDS office.
• Request follows up and submit with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program.
• Keep record of supplies within the DDS offices and report all deficiencies.
• The essential functions for the job include, but are not limited to, the duties in the job description.
• Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served.

Qualifications

• Minimum Associate Degree, with 2 years of business/administrative training or experience.
• Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook. Accurate typing skills (Min. 40wpm)
• Bilingual preferred
• Have a pleasant telephone manner and attention to detail.
• The ability to work in a fast-paced environment while maintaining a positive demeaner.
• Excellent organizational, time management, and interpersonal skills.
• Must have people skills with experience working in customer service.
• Has respect and consideration for the individuals being served.