Office Assistant

Benefits:

• Health insurance
• Paid time off
• Training & development
• Vision insurance
• Wellness resources
• Competitive salary
• Dental insurance

DePaul Community Resources seeks a Full-time (37.5 hour workweek) Office Assistant in the Christiansburg 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 management's 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
• DePaul's 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,…