RH Community Builders

Office Assistant duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our team. Previous experience as an Office Assistant or receptionist would be an advantage. A successful Office Assistant should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office Assistant must be comfortable working with various populations in the human services field with a high degree of attention to professionalism and effective communication.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Organize office and assist associates in ways that optimize policies and procedures
• Sort and distribute communications in a timely manner
• Create and update records ensuring accuracy and validity of information
• Schedule and plan meetings and appointments
• Taking notes/minutes of staff and community meetings
• Development of internal program marketing materials
• Plan and coordinate on-site events and internal office events
• Develop and maintain inventory of supplies
• Liaise with vendors to resolve office-related malfunctions and respond to requests or issues
• Coordinate with leasing departments to ensure compliance with established policies
• Maintain trusting relationships with suppliers, customers and colleagues
• Provide secondary support as receptionist for leasing office when needed

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Proven experience as a back-office assistant, office assistant, or any other relevant administrative role
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Proficient at proofreading documents
• Excellent written and verbal communication skills
• Proficiency in MS Office and Google Suite

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. 

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.