Job Description
Summary:
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To provide administrative and clerical support to ensure the efficient operation of the department or office. The Office Assistant upholds the LSS mission of “Older Adults Living Life to the Fullest”, core values and code of conduct with a high degree of confidentiality.
Responsibilities
Types routine documents and correspondence; prepares, retrieves and enters data for reports and databases; sets up and maintains filing systems and other clerical tasks.
Handles inquiries and incoming work requests; reviews files and records to answer requests for information.
Provides customer service and acts as a receptionist, in addition to clerical tasks, by answering the telephone and greeting visitors, residents and guests. Provides information to both customers and team.
Receives, sorts and distributes incoming mail. Prepares and sends outgoing mail and packages and arranges pick-up when needed. Photocopies, scans and faxes as needed.
Organizes and schedules appointments and meetings and may schedule space and equipment.
Monitors and orders inventory of office supplies. May troubleshoot equipment issues such as printers and arranges for service when needed.
May hold the responsibility of coordinating their Community’s volunteer program in conjunction with a designated member of the LSS Volunteer and Community Engagement team, which may include determining volunteer needs, onboarding and orientation, record-keeping, evaluation and retention of the volunteers.
Qualifications, Knowledge, Skills & Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
- 6 months of prior experience in a clerical, receptionist or customer service role.
- High school diploma or equivalent.
- Ability to provide customer service to internal and external customers.
- Ability to work under general oversight and as part of a team.
- Proficiency with Microsoft Office; good keyboard skills.
Physical Requirements and Working Conditions
The physical requirements and working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties and responsibilities.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, reach with hands and arms, handle, or feel objects, tools, or controls. The employee frequently is required to walk; and stoop, kneel, crouch, or crawl. Occasional lift, push/pull of up to 10lbs of paper and other supplies. The employee views a computer screen for long periods of time and uses the telephone to accomplish much of the work to be done. The work area is well lighted, ventilated and climate controlled. The noise level in the work environment is usually low to moderate.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable federal, state and local laws and standards.
