What are the responsibilities and job description for the Office Assistant position at SUCCESSFUL LIVING SUPPORTIVE HOUSING PROGRAM?
The Front Office Assistant is a full-time position responsible for organizing staff, client and agency records, covering receptionist duties as scheduled or as needed. This position will also perform a variety of other administrative and clerical duties that support client services. These duties will vary as agency needs fluctuate. The schedule is primarily M-F, 9am-5pm.
CORE DUTIES:
OFFICE DUTIES
- Substitute for the Front Office Manager and Community Services Coordinator to cover breaks or absences as needed.
- Greet and assist walk-in visitors, clients, and staff.
- Answer phones.
- Resource person for staff requiring assistance.
- Filing of current materials, thinning of older materials.
RECORD KEEPING
- Assist in electronically archiving records (scanning and uploading).
- Assist in retrieving archived records as requested.
- Annually review records that no longer need to be on file for the mandated period and gather for shredding service.
- Oversee ongoing shredding and organize quarterly commercial shredding service as needed.
OTHER DUTIES AS ASSIGNED
PROFESSIONAL RESPONSIBILITIES:
- Follow through with a consistent schedule and adherence to deadlines.
- Complete all tasks assigned by supervisor.
- Meet with supervisor as scheduled.
- Coordinate with front office staff to ensure the front office is always covered.
- Treat all colleagues and clients with dignity and respect.
- Prompt, professional and responsive communication with clients, fellow staff, supervisor– in-person, via telephone, electronic, and written correspondence.
- Follow all agency policies and procedures.
- Dress, personal appearance, and manner of behavior must reflect a professional image.
- Maintain confidentiality and follow HIPAA guidelines.
DIRECT SUPERVISOR: Front Office Manager
QUALIFICATIONS:
REQUIRED
- High School diploma
- Experience in office organization and records keeping, filing systems.
- Pass required background checks and screenings.
- Maintain valid driver’s license and reliable, privately insured car.
PREFERRED
- 1 years of experience working in an office or reception setting
- Experience working in social services
- Medication Manager certification or equivalent training (can be attained post-hire)
KEY SKILLS:
- Ability to work and engage with a wide variety of people
- Problem solving
- Active listening
- Ability to work independently and collaboratively
- Adaptability
- Ability to meet deadlines
- Proficiency in writing skills and attention to detail
- Proficiency in computer basics, including Word, Outlook, and Excel
- Organizational aptitude, especially for electronic and physical documents
- Multi-tasking
- Basic knowledge of office equipment, office operation functions, and customer skills building
BENEFITS:
Successful Living offers bonuses and a competitive benefits package to all staff members.
- $200 Sign-on Bonus (paid after successful completion of probationary period)
- $500-$750 Referral Bonus (paid after successful completion of referred staff’s probation period)
- Competitive Benefits Package including, but not limited to:
- Insurance*
- Health, Dental, Vision
- PTO*
- Vacation, Sick Time, Personal Day
- Holiday Pay
- Employee Assistance Program (EAP)
- 401(k) w/ Agency Match
- Mileage Reimbursement
- Staff Development & Training
- Full-time benefit
Salary : $17