Office Assistant - Amelia Court House, United States - DePaul Community Resources

DePaul Community Resources
DePaul Community Resources
Verified Company
Amelia Court House, United States

2 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Benefits:


  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance
DePaul Community Resources seeks a
Full-time (37.5 hour workweek) Office Assistant in the Amelia office location.


JOB SUMMARY:


SUPERVISION RECEIVED AND EXERCISED:

The Office Assistant will report directly to the Director of Quality and Compliance.


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 may need to access the office location to conduct repairs or maintenance of equipment, etc
  • 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; 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 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.)
  • 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 are 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
  • 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, computer, postage machine, shredder
  • Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work
  • Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times
  • Demonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
  • Demonstrate interpersonal and verbal skills to defuse emotional situations, calm upset individuals, allay fears, and lessen confusion
  • Collect and analyze data
  • Manage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a highquality work product
  • Develop and maintain professional working relationships and appropriate boundaries with individuals served, coworkers, community partners, and business associates, and work collaboratively within a team environment
  • Accurately prepare and maintain records, files, and reports
  • Communicate effectively in both oral and written form
  • Make arithmetical computations and tabulations
  • Read and understand information and ideas presented in writing
  • Analyze, organize, and prioritize work while meeting multiple deadlines
  • Ability to 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 programspecific software
  • Analyze and prepare concise and accurate
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