Office Assistant-PM

GENERAL DESCRIPTION

The Office Assistant serves as the first point of contact for visitors, clients, and callers, representing OACAC with warmth, professionalism, and respect. This position provides administrative support to the organization and ensures all guests and staff receive timely, helpful assistance in a compassionate and efficient manner.

• Greet and assist visitors and clients with courtesy and care, ensuring they feel welcomed and supported.
• Maintain lobby facilities to include stocking of client items, when available.
• Answer and direct incoming phone calls promptly and professionally.
• Sort, distribute, and process incoming and outgoing agency mail.
• Unlock front building doors daily at 8:00 a.m. and ensure lobby readiness.
• Post employment advertisements for all programs and departments.
• Control and replenish petty cash and postage funds; reconcile money drawers as required.
• Prepare and log agency checks received.
• Generate end-of-month usage reports for mail and copy machines; forward to Fiscal department.
• Maintain office equipment (mailing machine, copier, shredder, folding machine, fax), identify and correct basic issues, and contact repair technicians as needed.
• Complete online orders for office supplies and equipment as necessary for Administrative needs.
• Prepare and update the employee extension list.
• Maintain visitor sign-in sheets and manage holiday closure signage for all building doors.
• Voucher agency invoices for payment.
• Provide clients with program applications and assist them with completion when needed.
• Facilitate referrals to agency programs via defined program access procedures.
• Support program departments by gathering or sharing client information as requested.
• Guide potential employment applicants on available positions and the application process.
• Provide assistance to other departments as needed (e.g., alphabetizing, stamping, folding, mailing).
• Send out thank-you cards and donation receipts through mail or electronically.
• Cross train in other departments as needed to provide support and coverage.
• Data entry for and proficiency in Paycor system to support Administrative functions as needed.
• Trained in IT Front Desk web-based scheduling system to support CSBG scheduling as needed.
• Provide coverage at the Central Office Outreach Center, as requested.
• Coordinate record storage with OACAC building maintenance staff and order boxes for storage as needed.
• Data entry for donation database completed in an accurate and a timely manner.
• Work collaboratively with the Administrative team and provide backup support during absences or high-demand periods.
• Develop Word and Excel documents to support agency functions, as directed by Administrative staff.
• Develop and maintain a resource referral book to provide information to clients.
• Perform additional duties as assigned to support agency operations and promote a positive, team-oriented environment.
• Maintain agency Tower Garden.

Ability to type a minimum of 45 words per minute.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and willingness to learn new systems and software.

Strong attention to detail with accurate spelling, grammar, and legible handwriting.

Skilled in operating computers, office machines, and related technology.

Excellent interpersonal, verbal, and written communication skills.

Demonstrated commitment to providing exceptional customer service and ensuring clients feel heard, respected, and supported.

Ability to remain calm, compassionate, and professional in fast-paced or challenging situations.

Positive attitude with a strong sense of teamwork, flexibility, and cooperation.

Dependable, self-motivated, and organized, with effective time management skills.

Reliable attendance and punctuality.