Office Assistant
DePaul Community Resources, Fishersville, VA, United States
Benefits
Dental insurance
Health insurance
Paid time off
Vision insurance
Full‑time (37.5 hour workweek) Office Assistant
JOB SUMMARY
The Office Assistant is primarily responsible for front office coverage and administrative support tasks. The position requires professional judgment, confidentiality, exceptional customer service, and a welcoming and problem‑solving attitude. Interaction occurs with employees and the public via in‑person visits, telephone, email, and virtual meetings. Time, duration, and frequency of duties may vary by office and department.
SUPERVISION RECEIVED AND EXERCISED
The Office Assistant will report directly to the Support Services Supervisor.
ESSENTIAL FUNCTIONS AND DUTIES
Act as the receptionist and receive and screen visitors and telephone calls, take and relay messages, and serve as a liaison with vendors who need to access the office for maintenance.
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; general clerical support for assigned programs; complete errands and shopping related to office or service programs. Act as a receptionist and receive and screen visitors and telephone calls and take and relay messages.
Assist with billing for departments as assigned and support the Finance department.
Monitor, maintain, and coordinate fleet services (oil changes, inspections, tag expiration, etc.) and building maintenance (exit lights, smoke detectors, first aid kit supplies, etc.).
Support electronic record‑keeping systems/databases by scanning, uploading documents, placing them in appropriate placeholders for applicants, providers, case records, or other designated categories; entering data directly from applications or documents into electronic databases.
Process, track, and report LEIE search and other background check results for applicants, resource parents, sponsored residential providers/DSPs, and others; maintain related appendix files as applicable.
Assist with local office events, gatherings, and meetings: scheduling, ordering food, meals, and supplies; preparing and distributing documents and materials; supporting opening and closing activities such as setup, greeting, and cleaning.
Complete duties specific to the needs of a program, office, or department. This may include managing Q&C closed paper file storage and access, taking minutes for assigned meetings, and scheduling appointments/managing calendars.
KNOWLEDGE, SKILLS, ABILITIES & OTHER CHARACTERISTICS REQUIRED
Knowledge, skills, abilities, and other characteristics are attributes needed to perform the job.
Knowledge of
Office and records administration techniques and procedures.
The structure and content of the English language, including meaning, spelling, composition rules, and grammar.
Microsoft Office tooling (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) and virtual meeting applications such as Zoom, Webex, and Google Meet.
Relevant policies, procedures, and strategies to promote safety and protection of people, data, and property.
Methodologies and resources used to assess the needs of listeners or audiences to share information or engage in ongoing communication.
DePaul's policies, procedures, and standard practices and rules established by regulatory and governing agencies.
Skill/Ability to
Operate standard office equipment (telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder).
Demonstrate verbal and written communication and body language that conveys information effectively and concisely.
Give full attention to what others are saying, understand points, ask questions appropriately, and refrain from interrupting.
Use logic and reasoning to evaluate strengths and weaknesses of alternative solutions.
Employ interpersonal skills to defuse emotional situations, calm upset individuals, and lessen confusion.
Collect and analyze data.
Manage multiple priorities, complete assignments on time, accurately, and with attention to detail.
Develop and maintain professional working relationships and appropriate boundaries with individuals served and coworkers.
Accurately prepare and maintain records, files, and reports.
Communicate effectively in both oral and written form.
Perform arithmetical computations and tabulations.
Read and understand information and ideas presented in writing.
Analyze, organize, and prioritize work while meeting multiple deadlines.
Analyze and prepare documents, reports, and correspondence.
Operate a personal computer with a general understanding of MS Office Suites, virtual meeting software, the Internet, and department or program‑specific software.
Effectively market the programs and services of the department and train others.
Exercise sound judgment and critical thinking in decision‑making and problem‑solving.
Learn policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws.
Assist with the general upkeep and cleaning of office areas and agency vehicles.
Other Characteristics
Demonstrate self‑awareness, ongoing self‑evaluation, and a commitment to a diverse, equitable, respectful, and inclusive workplace.
Demonstrate professional composure in difficult and stressful situations.
Demonstrate the FIRST values (fairness, integrity, respect, safety, trust) in daily work.
Handle sensitive and confidential information with no disclosure without a need‑to‑know.
MINIMUM REQUIREMENTS TO APPLY
A High School Diploma or GED and one year of office/clerical experience; attention to detail; working knowledge of Microsoft Outlook, SharePoint, Word, Excel, and PowerPoint; concise, accurate, respectful communication; and effective time‑management and organizational skills are required. Must be able to work independently as well as part of a team. A comparable combination of education and experience may be considered.
WORK ENVIRONMENT
The employee regularly works in an office environment and occasionally in the field. The position may involve exposure to highly emotional situations requiring verbal skills to resolve interpersonal issues independently. Work is generally completed on weekdays but may vary. Completion of duties outside normal hours may be required. The environment has frequent interruptions and variable noise levels.
PHYSICAL REQUIREMENTS
Requirements include finger dexterity for equipment operation, effective communication, and visual/hearing perception. Walking for up to one‑third of the time, sitting two‑thirds or more, standing up to one‑third, bending 33‑66%, stooping up to one‑third, and lifting/pushing/pulling up to twenty pounds. Driving to various locations may be required about ten percent of the time; stair and ramp access is required. Individuals needing reasonable accommodations should speak with their supervisor.
SPECIAL REQUIREMENTS AND QUALIFICATIONS
Successful completion of a Motor Vehicle Record, Criminal and Child Protective Services Background Report, and Drug Test is required. An unsatisfactory result may result in termination of the application process or employment.
NOTE
This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.
DePaul is an Equal Opportunity Employer and E‑Verify Participant.
#J-18808-Ljbffr
Dental insurance
Health insurance
Paid time off
Vision insurance
Full‑time (37.5 hour workweek) Office Assistant
JOB SUMMARY
The Office Assistant is primarily responsible for front office coverage and administrative support tasks. The position requires professional judgment, confidentiality, exceptional customer service, and a welcoming and problem‑solving attitude. Interaction occurs with employees and the public via in‑person visits, telephone, email, and virtual meetings. Time, duration, and frequency of duties may vary by office and department.
SUPERVISION RECEIVED AND EXERCISED
The Office Assistant will report directly to the Support Services Supervisor.
ESSENTIAL FUNCTIONS AND DUTIES
Act as the receptionist and receive and screen visitors and telephone calls, take and relay messages, and serve as a liaison with vendors who need to access the office for maintenance.
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; general clerical support for assigned programs; complete errands and shopping related to office or service programs. Act as a receptionist and receive and screen visitors and telephone calls and take and relay messages.
Assist with billing for departments as assigned and support the Finance department.
Monitor, maintain, and coordinate fleet services (oil changes, inspections, tag expiration, etc.) and building maintenance (exit lights, smoke detectors, first aid kit supplies, etc.).
Support electronic record‑keeping systems/databases by scanning, uploading documents, placing them in appropriate placeholders for applicants, providers, case records, or other designated categories; entering data directly from applications or documents into electronic databases.
Process, track, and report LEIE search and other background check results for applicants, resource parents, sponsored residential providers/DSPs, and others; maintain related appendix files as applicable.
Assist with local office events, gatherings, and meetings: scheduling, ordering food, meals, and supplies; preparing and distributing documents and materials; supporting opening and closing activities such as setup, greeting, and cleaning.
Complete duties specific to the needs of a program, office, or department. This may include managing Q&C closed paper file storage and access, taking minutes for assigned meetings, and scheduling appointments/managing calendars.
KNOWLEDGE, SKILLS, ABILITIES & OTHER CHARACTERISTICS REQUIRED
Knowledge, skills, abilities, and other characteristics are attributes needed to perform the job.
Knowledge of
Office and records administration techniques and procedures.
The structure and content of the English language, including meaning, spelling, composition rules, and grammar.
Microsoft Office tooling (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) and virtual meeting applications such as Zoom, Webex, and Google Meet.
Relevant policies, procedures, and strategies to promote safety and protection of people, data, and property.
Methodologies and resources used to assess the needs of listeners or audiences to share information or engage in ongoing communication.
DePaul's policies, procedures, and standard practices and rules established by regulatory and governing agencies.
Skill/Ability to
Operate standard office equipment (telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder).
Demonstrate verbal and written communication and body language that conveys information effectively and concisely.
Give full attention to what others are saying, understand points, ask questions appropriately, and refrain from interrupting.
Use logic and reasoning to evaluate strengths and weaknesses of alternative solutions.
Employ interpersonal skills to defuse emotional situations, calm upset individuals, and lessen confusion.
Collect and analyze data.
Manage multiple priorities, complete assignments on time, accurately, and with attention to detail.
Develop and maintain professional working relationships and appropriate boundaries with individuals served and coworkers.
Accurately prepare and maintain records, files, and reports.
Communicate effectively in both oral and written form.
Perform arithmetical computations and tabulations.
Read and understand information and ideas presented in writing.
Analyze, organize, and prioritize work while meeting multiple deadlines.
Analyze and prepare documents, reports, and correspondence.
Operate a personal computer with a general understanding of MS Office Suites, virtual meeting software, the Internet, and department or program‑specific software.
Effectively market the programs and services of the department and train others.
Exercise sound judgment and critical thinking in decision‑making and problem‑solving.
Learn policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws.
Assist with the general upkeep and cleaning of office areas and agency vehicles.
Other Characteristics
Demonstrate self‑awareness, ongoing self‑evaluation, and a commitment to a diverse, equitable, respectful, and inclusive workplace.
Demonstrate professional composure in difficult and stressful situations.
Demonstrate the FIRST values (fairness, integrity, respect, safety, trust) in daily work.
Handle sensitive and confidential information with no disclosure without a need‑to‑know.
MINIMUM REQUIREMENTS TO APPLY
A High School Diploma or GED and one year of office/clerical experience; attention to detail; working knowledge of Microsoft Outlook, SharePoint, Word, Excel, and PowerPoint; concise, accurate, respectful communication; and effective time‑management and organizational skills are required. Must be able to work independently as well as part of a team. A comparable combination of education and experience may be considered.
WORK ENVIRONMENT
The employee regularly works in an office environment and occasionally in the field. The position may involve exposure to highly emotional situations requiring verbal skills to resolve interpersonal issues independently. Work is generally completed on weekdays but may vary. Completion of duties outside normal hours may be required. The environment has frequent interruptions and variable noise levels.
PHYSICAL REQUIREMENTS
Requirements include finger dexterity for equipment operation, effective communication, and visual/hearing perception. Walking for up to one‑third of the time, sitting two‑thirds or more, standing up to one‑third, bending 33‑66%, stooping up to one‑third, and lifting/pushing/pulling up to twenty pounds. Driving to various locations may be required about ten percent of the time; stair and ramp access is required. Individuals needing reasonable accommodations should speak with their supervisor.
SPECIAL REQUIREMENTS AND QUALIFICATIONS
Successful completion of a Motor Vehicle Record, Criminal and Child Protective Services Background Report, and Drug Test is required. An unsatisfactory result may result in termination of the application process or employment.
NOTE
This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.
DePaul is an Equal Opportunity Employer and E‑Verify Participant.
#J-18808-Ljbffr