Office Services Assistant supports office administrative functions and processes with assistance, backup, and coordination duties. Assists with planning and coordinating office-wide processes such as facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. Being an Office Services Assistant monitors inventory and places orders for office equipment, supplies, or provisions. Processes mail, invoices, employee expense reports, reimbursements, and petty cash. Additionally, Office Services Assistant tracks time reports, attendance or time cards. May act as backup for receptionist, phone coverage, or assist HR activities such as employee onboarding, interview coordination, training initiatives, and other special projects. May be responsible for performing company database or system administration tasks, including data input, reporting, user support, and upgrades. Addresses routine day-to-day problems or coordinates with stakeholders to obtain solutions. Requires a high school diploma or equivalent. Typically reports to a supervisor. The Office Services Assistant works under the close direction of senior personnel in the functional area. Possesses a moderate understanding of general aspects of the job. May require 0-1 year of general work experience. (Copyright 2024 Salary.com)
To perform a variety of routine clerical, secretarial and administrative work in answering phones, receiving the public and providing customer assistance to the Senior Citizens. Office Assistant is responsible for assisting the Senior Center Manager with paperwork and routine operation of the Center.
Performs routine clerical and administrative work in answering phones, receiving the public, and providing customer assistance.
Responsible for entering data into computer system.Acts as an information and referral source in the community, guiding persons to the appropriate person or agency.
Answers incoming calls and routes callers or provides information as required.
Attends various meetings when the Manager is unavailable.
Assists Manager with implementation and facilitation of programs.
Must be able to work closely with the Manager and senior citizens.
Responsible for creating flyers for special events and activities
Assists with special events offered by the department.
Assists with registrations associated with the Senior Center.
Maintains and processes community mailing list, as required.
Distributes Senior Center mail and handles incoming mail.
Provides clerical assistance for Senior Center staff.
Perform all other duties as assigned.
Serves as a member of various employee committees, as assigned.
EDUCATION AND EXPERIENCE:
Graduation from high school or equivalent; and,
One (1) year of general office, communications or records management experience
SPECIAL REQUIREMENTS
Must have a valid driver's license by date of hire.
Must obtain and maintain a Texas Driver's License within 60 days of hire.
Must be bondable.
Must be able to work nights and weekends.
KNOWLEDGE, SKILLS AND ABILITIES:
Working knowledge of the equipment listed below;
Ability to maintain confidential information;
Ability to effectively meet and deal with the public;
Ability to communicate effectively verbally and in writing;
Ability to follow verbal and written instructions.
Ability to work weekends and evenings.
Maintains regular and punctual attendance.
TOOLS AND EQUIPMENT USED
Personal computer, including word processing software, copy machine, typewriter, fax machine, calculator, telephone, and paper shredder.
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