Office Assistant

Job Summary:

The Office Assistant plays a key role in ensuring the smooth, efficient operation of daily office functions. This position serves as the central point of coordination for administrative, operational, and front-office activities. The ideal candidate is highly organized, proactive, and able to balance multiple responsibilities while maintaining a professional, welcoming, and structured environment for staff and clients.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Necessary accommodations will be provided in compliance with the Americans with Disabilities Act and state or local law.

The statements in this job description are intended to describe the essential nature and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.

Essential Duties and Responsibilities:

Duties include, but are not limited to the following:

Office Operations

· Open and close the office daily, ensuring the space is secure, clean, and prepared for daily operations

· Maintain a professional, organized, and welcoming office environment, including shared spaces and storage areas

· Set up, break down, and maintain conference rooms, training areas, and meeting spaces

· Maintain and organize the company storage unit

Administrative & Front Office Support

· Serve as the first point of contact for the office, providing professional and welcoming support to clients, visitors, and staff

· Answer and route phone calls, respond to inquiries, and provide general company information

· Perform clerical duties, including creating and sending memos, maintaining files, and organizing documents; and copying/faxing as needed

· Maintain accurate and organized filing systems

· Assist in preparing reports, spreadsheets, presentations, and general office documentation

Coordination & Scheduling

· Arrange schedules for meeting space and conference rooms

· Serve as a central point of coordination across teams to ensure smooth communication and workflow

· Assist with administrative setup and coordination for new projects or program openings

Mail, Financial Coordination & Supplies

· Receive, sort, and distribute incoming mail and deliveries daily

· Forward invoices received via mail to the accountant in a timely manner

· Monitor, order, and track office supplies on a weekly basis (with approval), ensuring operational readiness

Office Culture & Engagement

· Coordinate monthly employee birthday celebrations and support staff recognition efforts

· Prepare and distribute the monthly company newsletter

· Assist in company events, meetings, luncheons, and team-building activities

Compliance & Confidentiality

· Coordinate document shredding services and ensure proper handling and disposal of confidential materials

· Maintain confidentiality and compliance with organizational policies and privacy standards

Secondary Responsibilities

Secondary responsibilities include the following:

· Contribute to a positive living environment to enhance a client’s quality of life

· Contribute to a positive management and company culture

· Provide open and regular communication with your peers and supervisors

· Perform other reasonable duties as assigned

Essential Qualifications

· Ability to lift, push or pull 50 pounds

· Ability to bend, twist, stoop, kneel, and reach

· Ability to treat and care for clients and their property with dignity and respect

· Ability to adapt to various living environments and locations

· Ability to communicate with clients in a friendly and congenial manner

· Ability to read, write and understand English

Supervisory Responsibility

This position does not have direct reports.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The employee will normally work in the office or other Helping Hearts designated offsite locations in support of the organization.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is frequently required to sit; and stoop, kneel, crouch or crawl. Prolonged periods of standing, bending and lifting. The employee must lift and/or move up to 50 pounds. The employee will engage in movements that involve lifting equipment used in patient care, etc. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee may be exposed to infectious diseases and human waste products.

Position Type and Expected Hours of Work

This is a Non-Exempt, full-time position. Hours of work are Monday- Friday, 8:00 a.m. to 5:00 p.m., 40 hours a week.

Travel

Travel may include going various Helping Hearts offices and facilities, post office, shipping/mailing companies.

Required Education and Experience

• High School Diploma or equivalent
• 2 years of administrative, office coordination, or related experience preferred
• Experience in social services, healthcare, or nonprofit settings is a plus
• Strong interpersonal skills and customer service skills with an ability to work effectively with a wide range of people, teams, managers, supervisors, and vendors
• Effective critical thinking, problem-solving, organizational and time management skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• CPR/First Aid Certified (Training provided)
• CPI Training (Training provided)
• Ability to work in a team environment
• Must have excellent observation, good judgment, and good oral and written communication skills.
• Professional in attitude, demeanor and dress.
• Good organizational skills and ability to work under pressure and meet deadlines.
• Ability to handle sensitive information with professionalism and discretion

Work Authorization/Security Clearance

• Must be able to pass background check and drug screening unless otherwise prohibited by law.
• Live Scan Fingerprint Clearance
• Must be 21 years of age or Older
• Valid Driver’s License and Clean MVD for 36 Months

Helping Hearts Residential Facilities provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Pay: $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience in either social services, healthcare, and non profit organization?

Experience:

• Administrative Support: 2 years (Required)
• Microsoft Office: 1 year (Preferred)
• Microsoft Outlook: 1 year (Preferred)

Work Location: In person

Salary : $23