Office Assistant

SUMMARY

Provides general office support with a variety of clerical activities and related tasks. Responsible for answering and directing calls to appropriate associates, distributing mail, general office organization, tracking and purchasing office supplies, as well as additional clerical duties.

DUTIES AND RESPONSIBILITIES

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodations or other reasons.

· Answer, screen and forward telephone calls to appropriate employee or voice mail in multi-line phone system in a courteous and professional manner.

· Check voicemail each morning and deliver message to appropriate employees.

· Monitor doorbell, meet and greet visitors and determine their needs directing them to the appropriate employee/location.

· Distribute incoming mail and packages and send outgoing mail and packages as needed.

· Order and maintain office and kitchen inventory.

· Order office lunches for Tuesdays and Thursdays, and assist with catering orders.

· Organize monthly birthday celebrations, and other in-office parties.

· Stock, organize, and maintain cleanliness of public areas for production room, kitchen, and supply cabinets.

· Fill paper tray and change toners for printers.

· Refill postage, ink, and envelope sealer in the Pitney Bowes machine. Print monthly postage utilization report.

· Call for equipment maintenance when needed.

· Communicate with property management regarding facilities and suite issues.

· Communicate pickup and delivery issues with FedEx and file claims and refunds as needed for misdelivered packages.

· Generate reports for webinar attendance and issue certificates of attendance to attendees.

· Assist IT Director in calling vendors for parts replacement and status, warranty information status, follow-up on opened ticket for status, invoice and payment due dates. Initiate service tickets and monitor status.

· Download monthly IT invoices from Microsoft, Adobe, AT&T, Comcast, etc.

· Maintain daily images for company intranet.

· Organize and maintain 501(c) Services Front Desk Handbook containing office operations information.

· Assist other departments as needed, including data entry and internet research.

· Perform other duties as assigned by manager.

QUALIFICATIONS

· Preferred AA Degree

· Two or more years of experience in providing administrative support.

· Ability to work in MS Windows Operating Systems environment and with Word and Excel.

· Ability to prioritize and manage own work projects based on deadlines with limited guidelines from management.

· Commitment to excellence and high standards.

· Proactive in handling multiple projects, and meeting deadlines.

· Strong interpersonal skills.

· Ability to work independently and in a team environment.

· Acute attention to detail.

· Ability to understand and follow written and verbal instructions.

PHYSICAL/MENTAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to do the following:

· Lift and move a maximum of 25 pounds without assistance.

· Perform repetitive motion.

· Coordinate multiple tasks simultaneously.

· Sit for prolonged periods.

WORK ENVIRONMENT

· Schedule: Tuesday, Wednesday and Thursday; 8:00 a.m. through 5:00 p.m.; 1-hour meal break.

· Work in-office.

EXEMPTION STATUS

This position is non-exempt. It is subject to all state laws for non-exempt positions such as overtime pay and required rest periods and meal breaks.

EQUAL OPPORTUNITY EMPLOYER

501(c) Services is an equal opportunity employer. We are committed to equity and inclusion for all individuals. Hiring decisions will be based on skill, qualifications, and experience, irrespective of gender, sex, race, ethnicity, national origin, religion, age, disability, veteran status, or any other identifying characteristic.

REASONABLE ACCOMMODATIONS

501(c) Services will take the steps to ensure that people with disabilities are provided reasonable accommodations. If reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact Human Resources.

Job Type: Part-time

Pay: $15.00 - $17.00 per hour

Benefits:

• Flexible schedule
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• San Jose, CA: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service (Preferred)

Work Location: Hybrid remote in San Jose, CA

Salary : $15 - $17