Office Assistant

DePaul Community Resources

Job Location:

Fishersville, VA - USA

Hourly Salary: $ 21 - 22

Posted on: 7 hours ago

Vacancies: 1 Vacancy

Job Summary

Benefits:

Dental insurance
Health insurance
Paid time off
Vision insurance

DePaul Community Resources seeks a Full-time (37.5 hour workweek) Office Assistant in the Fishersville office location.

JOB SUMMARY:

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).

SUPERVISION RECEIVED AND EXERCISED:

The Office Assistant will report directly to the Support Services Supervisor.

ESSENTIAL FUNCTIONS AND DUTIES:

This list is not an exhaustive & all-inclusive list of job responsibilities. The distribution of time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts managements right to assign other responsibilities to this job or reassign them elsewhere at any time.

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. (Note: assigned program service workers are responsible for the content of the documents.)
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.

(Note: assigned program service workers are responsible for the content of the documents.)

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

KNOWLEDGE SKILLS ABILITIES & OTHER CHARACTERISTICS REQUIRED:

Knowledge skills abilities and other characteristics or KSAOs are attributes needed to perform a job that is demonstrated through qualifying training education and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.

Knowledge of:

Office and records administration techniques and procedures.
The structure and content of the English language including the meaning and spelling of words rules of composition and grammar
Microsoft Office Word Excel PowerPoint Outlook SharePoint Teams and virtual meeting applications such as Zoom Webex Google Meet
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
DePauls policies procedures and standard practices and the rules and guidelines established by regulatory and governing agencies

Skill/Ability to:

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 departmentTrain 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

Other Characteristics:

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

MINIMUM REQUIREMENTS TO APPLY:

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; and effective and efficient time management and organizational skills are required. Must be able to work independently as well as part of a team. A comparable combination of education and experience may be considered.

WORK ENVIRONMENT:

The work environment characteristics described herein represent those an employee encounters while performing the positions essential functions. The employee regularly works in an office environment and occasionally in the field. Due to the nature of the work the incumbent may be exposed to situations of a highly emotional nature; incumbents are expected to use verbal skills to resolve interpersonal situations to achieve desired results independently. Work is generally completed regularly during weekdays; however daily work hours may vary. Completion of job duties outside of normally scheduled hours may be required. Work is subject to frequent interruptions and noise levels are varied based on the work locations.

PHYSICAL REQUIREMENTS:

The physical demands described herein are representative of those that an employee in this position must meet with or without reasonable accommodations to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position effective communication and seeing or hearing verbal cues. Walking for up to one-third of the time sitting two-thirds or more of the time standing for up to one-third of the time bending from one-third to two-thirds of the time stooping for up to one-third of the time lifting/pushing/pulling up to twenty pounds are required. When accessing various locations the incumbent must climb stairs and ramps. This position requires driving to various locations approximately ten percent of the employees working time. Public transportation may not be available. Individuals needing reasonable accommodations should speak with their immediate supervisor/hiring manager.

SPECIAL REQUIREMENTS AND QUALIFICATIONS:

Successful completion (per DePauls policies) of a Motor Vehicle Record Criminal and Child Protective Services Background Report and Drug Test is required. An unsatisfactory result of any of the aforementioned may result in termination of the application process or employment.

NOTE:

This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

DePaul is an Equal Opportunity Employer and E-Verify Participant.

Compensation: $21.00 - $22.00 per hour

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race age religion color gender ethnic or national origin physical or mental disability marital status pregnancy childbirth or a medical condition related to pregnancy or childbirth veteran status sex sexual orientation gender identity gender genetic information political affiliation or any other classification protected by law.

For 40 years DePaul Community Resources has opened doors to hope and belonging for families and individuals across Central and Southwest Virginia. We are not only a nonprofit human services organizationwe are a social impact organization. Every day we work to change the world by improving the lives of children families and individuals with developmental disabilities. With dedicated staff care providers foster and adoptive parents and a host of volunteers advocates and partners it is work that we cannot accomplish alone. Hope and belonging is for all of uswith your help we can make this vision a reality for countless Virginians who cannot imagine it today.

DePaul Community Resources is a nonprofit 501(c)(3) organization.

All applicants shall be afforded equal opportunity in all aspects of employment volunteer opportunities and internships without regard to race age religion color gender ethnic or national origin physical or mental disability marital status pregnancy childbirth or a medical condition related to pregnancy or childbirth veteran status sex sexual orientation gender identity gender genetic information political affiliation or any other classification protected by law. DePaul is an E-Verify employer. The unlawful manufacture sale distribution dispensation possession or use of a controlled substance or marijuana is prohibited in the workplace. Failure to comply will result in dismissal from the property and/or employment.

Required Experience:

Junior IC

Benefits:Dental insuranceHealth insurancePaid time offVision insuranceDePaul Community Resources seeks a Full-time (37.5 hour workweek) Office Assistant in the Fishersville office location.JOB SUMMARY:The Office Assistant is primarily responsible for front office coverage and administrative support ...