Office Assistant

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Position Summary

Performs a variety of administrative and program support tasks for the Executive Director and other program staff. This role serves as the initial point of contact for visitors and clients of First Call for Help, including greeting guests, answering questions and phone calls, and preparing necessary paperwork for client appointments. This position also oversees the Meals on Wheels program, including volunteer coordination, daily communication with Hays Medical Center, and delivery of meals for Route 3, Monday through Friday, during scheduled office hours.

Essential Functions and Responsibilities

Front Desk & Administrative Support

• Answer a multi-line phone system, direct incoming calls, and provide basic information and referrals.
• Deliver client files to the appropriate staff member during phone or in-person interactions.
• Greet all visitors in a timely, friendly, and professional manner.
• Schedule client appointments and ensure all required intake forms are completed.
• Make copies of client identification and other necessary documentation.
• Maintain the front office, reception, and storage areas in an organized and tidy manner.

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Program Support

• Assemble hygiene bags and restock giveaway items in the lobby.
• Prepare food and hygiene boxes for clients.
• Ensure Meals on Wheels clients receive their meals and manage daily schedule changes.
• Coordinate volunteers for the Meals on Wheels program.
• Deliver route 3 meals for Meals on Wheels Monday through Friday.
• Maintain regular communication with Hays Medical Center regarding Meals on Wheels operations.
• Track and record meal delivery data for billing purposes.
• Assist in preparation activities for the Backpacks for Kids program.
• Have a valid driver’s license and be able to operate a cargo van.

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General Expectations

• Adhere to all organizational standards, policies, and procedures.
• Maintain positive working relationships with all First Call for Help staff.
• Uphold strict confidentiality regarding client information and agency activities, including the secure disposal (e.g., shredding) of documents containing personal data.

Knowledge and Skills

• Proficient in modern office procedures and phone communications.
• Able to interact with clients and the public in a professional, non-judgmental, and courteous manner.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication; detail-oriented and organized.
• Ability to manage multiple tasks efficiently.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.).
• Strong grammar, spelling, and vocabulary skills.
• Demonstrate support for the agency’s mission and values.

Other Duties

Please note: This job description is not intended to provide an exhaustive list of responsibilities, duties, or tasks. The organization reserves the right to revise or assign additional duties as needed to meet operational needs or support other areas during peak periods or staff absences.

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Physical Demands

This position requires walking and carrying food boxes to clients and/or their vehicles as part of daily responsibilities. While some desk work is required, the role also involves lifting and handling boxes weighing up to 40 lbs.

Educational Requirements

• High School diploma or equivalent required.

Reports To

• Executive Director, First Call for Help

Schedule & Compensation

• Hours: Monday through Friday (30 hours/wk)
• Meals on Wheels Delivery: Monday through Friday, 10:00 AM – 11:15 AM
• Pay rate depending on experience

Pay: $15.00 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $15