Office Assistant

Office Assistant

Position Overview

The Office Assistant will advance Habitats mission and organizational goals through effective office operations and administrative support. This role is responsible for ensuring the day-to-day functionality organization and professionalism of the office environment. This is a part-time hourly position working an average of 25 hours per week. This position requires a consistent in-office presence during core hours (e.g. 10:00 AM 3:00 PM Monday through Friday) to serve as the first point of contact for visitors and support daily office needs. Additional hours may be scheduled based on organizational needs. Due to the nature of the role this position is not eligible for hybrid or remote work. This position reports to the Human Resources Manager.

Responsibilities and Duties

Administrative

• Serve as first-point-of-contact and respond to all inquiries made via email telephone postal mail and in person.
• Maintain a clean organized and fully functional office environment.
• Purchase and maintain office supplies and equipment.
• Pick-up/drop-off mail daily at mailbox distribute to staff mailboxes and deposit checks.
• Record and disseminate minutes from monthly staff meetings.
• Send appropriate correspondence and mailings in a timely manner.
• Set up the conference rooms for internal and external meetings.
• Provide logistical support for special events and internal meetings.
• Order catering for meetings.
• Submit quarterly ASR reporting to HFHI.
• Provide basic technology troubleshooting support (printers conference room setup Teams/Zoom etc.) and coordinate with IT vendors as needed.
• Organize logistics for annual board retreat staff retreat and other meetings.
• Assist with and/or complete other projects as assigned.
• Help with travel arrangements for staff.
• Perform administrative support tasks as requested by the leadership team.

HR Support

• Provide administrative support to Human Resources including scheduling interviews and maintaining interview logistics.
• Assist with onboarding coordination (background checks paperwork tracking workspace setup benefits enrollment logistics).
• Maintain employee files and ensure documentation is properly organized and filed.
• Track required trainings and certifications and send reminders as needed.
• Assist with benefits administration support and employee communications as directed.
• Maintain confidentiality of sensitive employee information.

Finance

• Assist with annual audit and year-end activities.
• Audit vendors to ensure ACH contact and W9 information is correct.
• Send quarterly Operating bank account statements to treasurer.
• Other duties as assigned by the VP-Finance.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to move throughout the office to support meetings filing and operational tasks.
• Ability to lift and carry up to 2530 pounds (office supplies paper cases event materials).

Expectations

• Maintain a consistent in-office presence to ensure accessibility and responsiveness.
• Take ownership of operational details that contribute to a well-run office.
• Demonstrate initiative by identifying and addressing administrative and operational needs proactively.
• Remain flexible in workload distribution as organizational needs fluctuate.
• Consistent passionate representation of the mission and purpose of Habitat.
• Handle multiple tasks with a high degree of detail and accuracy.
• Remain flexible and adjust priorities when appropriate.
• Exercise mature judgment and make independent and effective decisions while working without close supervision.
• Use discretion when dealing with matters of a sensitive or confidential nature.
• Comfortable with dealing with people from diverse backgrounds.

Qualifications

• Associates degree or equivalent education and/or experience.
• Demonstrable experience in working productively and positively as a member of a team.
• Demonstrable experience using Microsoft Office applications.
• At least one year of experience working in a busy office environment.
• English/Spanish bilingual a plus.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities duties and skills required of the position. All employees may have other duties assigned at any time.

We are an equal opportunity employer. Applications are considered for positions without regard to veteran status uniformed service member status race color religion sex sexual orientation physical or mental disability genetic information or any other category protected by applicable federal state or local laws.

THIS COMPANY IS AN AT-WILL EMPLOYER AS ALLOWED BY APPLICABLE STATE LAW.

THIS MEANS THAT REGARDLESS OF ANY PROVISION IN THIS APPLICATION IF HIRED THE COMPANY OR I MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME FOR ANY REASON WITH OR WITHOUT CAUSE OR NOTICE.

Credit and criminal and driving record checks will be conducted before a final offer is made.

Required Experience:

Junior IC