What are the responsibilities and job description for the Receptionist/Office Assistant position at SOUTH CENTRAL HUMAN RESOURCE AGENCY INC?

Introduction

The employee performs a wide range of administrative and office support duties, including managing incoming calls, greeting and assisting visitors, and supporting daily agency operations. The employee works under the supervision of the Executive Assistant.

Work Conditions

Flexible working hours (Normal work hours are 8:00 a.m. – 4:30 p.m., but this position may require some adjustment to daily schedule or evening and weekend work hours). Normal sitting and movement in an office environment. May require occasional moving up to 30 lbs., bending, stooping, or climbing in various activities. The work will be performed mainly indoors in an office environment, but there may be exposure to tobacco smoke, dirt, dust, and foul odors. Requires travel to counties within the thirteen-county service area for meetings and other job-related activities. May require some travel for training outside the thirteen-county area and occasional overnight travel.

Essential Job Duties

Answers telephone and in-person inquiries from the public and/or employees, providing routine information, resources, and referrals.

Provides information to callers, routes calls to appropriate personnel, and manages call-back requests.

Schedules client energy assistance appointments, providing required information and assisting with document preparation as needed.

Maintains office supplies for the Executive Director, Executive Assistant, and Receptionist offices.

Maintains conference room calendars; prepares conference room rental contracts; receives deposits; and schedules staff support as needed.

Assists the Executive Assistant with monitoring city and county government appropriations.

Assists the Executive Assistant with scheduling travel and registering staff for conferences, as needed.

Maintains open accounts with local vendors for the purchase of benevolence and recognition items.

Coordinates food pickup for Senior Staff and other meetings, as needed.

Prepares monthly postage allocation reports and copier usage reports, as needed.

Assists the Executive Assistant with preparation for and follow-up from bi-monthly Governing Board meetings, including RSVP tracking, gathering and organizing board-related documentation (e.g., travel and in-kind forms), boardroom setup, greeting board members, and post-meeting documentation tasks.

Completes purchase requisitions for orders or requests as directed by supervisor, Executive Director, or Deputy Director.

Prepares large quantities of accounts payable checks for mailing and/or distribution to authorized individuals following signature.

Scans, indexes, and maintains digital records of supporting documentation for issued payments, ensuring accuracy, consistency, and ease of retrieval.

Applies postage to outgoing mail using an automated postage system with appropriate department coding.

Assists staff with copying, collating, and preparing bulk mailings, as needed.

Manages daily pickup and delivery of agency mail to the post office (morning and end of day), ensuring timely, secure, and accurate handling.

Organizes, date-stamps, and distributes incoming mail to appropriate departments and staff.

Receipts agency funds daily by department, ensuring accurate allocation and documentation, including:

Nutrition (weekly deposits for donations, catering, and meal sites)

Justice Services/Recovery Court/Corrections (program fees)

Drug Screening Lab (service fees)

Other agency funds (program refunds, vendor refunds, insurance, payroll, etc.)

CRPP (Social Security, SSI, VA, etc.) – separate deposit book

Delivers funds and receipts to designated Fiscal Department staff for deposit.

Creates and formats monthly Senior Nutrition menu graphics using Canva or similar design platform for publication on agency social media platforms, ensuring clarity and brand consistency.

Assists with the maintenance and distribution of the agency phone extension list, ensuring accuracy and timely updates.

Develops and distributes a monthly internal staff newsletter, including employee birthdays, work anniversaries, and relevant agency updates and events.

Adheres to professional ethics and standards, demonstrating work habits consistent with Agency Personnel Policies and Procedures.

Provides ongoing administrative support to the Executive Assistant and performs other related duties as assigned to support agency operations.

Required knowledge and abilities

Ability to independently prioritize and manage a complex workload, meeting deadlines with accuracy and attention to detail.

Working knowledge of modern office practices, procedures, and equipment used in daily operations.

Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook), with the ability to create, format, and manage documents, spreadsheets, and communications.

Working knowledge of Canva or similar design tools, with the ability to create clear, professional graphics for internal and external communications (training may be provided).

Ability to communicate effectively in writing and verbally, including the use of basic business writing and mathematical skills in daily operations.

Ability to understand and follow oral and written instructions, and to perform mathematical computations and tabulations accurately.

Ability to establish and maintain effective working relationships with the general public, employees, and federal and state agency representatives.

Ability to maintain accurate records and develop organized systems for tracking and reporting data.

Ability to maintain up-to-date knowledge of applicable regulations and guidelines within assigned areas of responsibility.

Ability to carry out assigned tasks with minimal supervision while exercising sound judgment and initiative.

Ability to provide support across multiple functions and assist in other roles as needed to support agency operations.

While performing the duties of this job, the employee is frequently required to sit; stand; stoop; bend; walk; talk; hear; use hands to grip; reach with hands and arms, required to stand or walk on uneven surfaces; climb stairs and lift up to 30 lbs. daily

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

Employment in this position is contingent on performance, need and funding.

Qualifications:

Qualification

Graduation from a standard high school or GED (Required)

Associate Degree in business or similar field (Preferred)

One (1) year experience working as an office clerk or similar position (Required)

Must possess a valid Driver’s License & General Liability Insurance

Satisfactory background check

Ability to perform essential job duties