Office Assistant (PT)

I. GENERAL SUMMARY:
The Office Assistant serves as the primary point of contact for community members seeking
information, referrals to other St. Vincent de Paul (“SVDP”) staff, and connections to resources providing
assistance with basic needs. This position provides a welcoming atmosphere and supports a variety of
community oriented services, ensuring each person is directed to the appropriate SVDP staff member,
Conference (community-based chapter), or other resources in a timely and compassionate manner.

This position will also deliver general and administrative support to Human Resources, including filing, data entry, document retention, scheduling, and maintaining logs and records. The Office Assistant will assist with confidential documents, help coordinate HR-related events, trainings, and onboarding activities, and provide ongoing support for special projects and office tasks as assigned

II. MINIMUM QUALIFICATIONS:A. Education, Experience & Certification:

• High school diploma or equivalent required
• Previous experience in a receptionist/administrative, social services or human resource role preferred
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Compassionate and professional demeanor; commitment to serving vulnerable populations
• Ability to multitask and handle confidential information discreetly
• Proficient in computer applications such as Microsoft Office Suite and Google Suite
• Ability to manage multiple calendars

B. Work Environment:

• Office and community setting

C. Other Qualifications:

• Respect for the Catholic Social Teachings and the mission of St. Vincent de Paul

III. ESSENTIAL JOB DUTIES/PERFORMANCE STANDARDS:A. Front Desk and Visitor Services:

• Greet visitors and community members warmly and professionally
• Receive, direct, and respond to phone calls, emails, and in-person inquiries
• Maintain a welcoming and organized reception and waiting area

B. Community Support and Assistance Referrals:

• Make appropriate referrals to requests for assistance, including but not limited to utilities, rent, food, shelter, clothing, household goods, and other basic needs, providing accurate information about connections to internal and external resources
• Maintain confidential information related to those SVDP serves

C. HR Administrative and Office Support

• Assist with Human Resource administrative tasks such as filing, data entry, and scheduling
• Maintain logs, records, and directories as required
• Maintain confidentiality of all employee records, documents, and sensitive information
• Support Director of Human Resources with events, training sessions, and onboarding processes as needed
• Order office supplies need to maintain supply inventory or specialty items requested by administrative staff
• Perform other duties and special projects as assigned

D. Organization Values and Standards:

• Uphold organizational values of compassion, dignity, and respect in all interactions

E. Communication and Teamwork:

• Communicate clearly and professionally with employees, visitors, and external contacts both verbally and in writing to facilitate smooth operations
• Collaborate with team members to support departmental workflows and contribute to a positive and cooperative work environment
• Exercise discretion and maintain confidentiality when handling sensitive information and conversations
• Demonstrate flexibility and willingness to assist colleagues with various tasks and projects as needed