Office Assistant

Overview

We are looking for multiple office assistants to support a busy organization. This will be a temporary assignment for a few months.

Location:

Martinez, CA (fully on-site)

Salary: USD
24 - USD
27 per hour

Schedule:

Monday - Thursday 6:00 AM - 4:30 PM

• Establish and maintain effective professional working relationships with supervisors, coworkers, participants, residents, landlords and the public/clients representing people from various cultural and socio-economic backgrounds.
• Respond accurately and in a timely manner to inquiries and/or provide information on programs and related services.
• Answer the telephone, screen and refer phone calls to appropriate staff or directly answer inquiries.
• Greet visitors and assist them with general questions and/or direct them to the appropriate person or location.
• Effectively operate all office equipment, including a personal computer, required to ensure the accurate and timely performance of duties.
• Prepare, process and review various forms and other documents for completeness, consistency, validity and accuracy.
• Update information by inputting information into various computer programs accurately, and in a timely manner to ensure agency compliance with program requirements and regulations.
• Prepare a variety of narrative and statistical reports, correspondence, and other materials.
• Maintain files by filing documents and correspondence associated with assigned department.
• Requisition office supplies.
• Prepare and mail documents to clients, residents, etc.
• Ensure privacy and maintain security of confidential materials.
• Pick up and/or take agency mail to the post office.
• Identify and distribute mail.
• Assist in other areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.
• Receive information from staff regarding equipment maintenance/repairs, and promptly contact the appropriate office to submit a work order(s).
• Follow up with the Purchasing Department or appropriate vendor to ensure required actions are performed satisfactorily.
• Organize pre-construction conference meetings, take minutes and prepare meeting notes in a timely manner for contract files.
• Review and verify contractors certified payrolls for accuracy and completeness.
• Ensure all contract documents are processed and records are integrated with contract files.
• Receive contractor invoices and prepare required forms for payment processing and manager approval.