Office Assistant

Job Summary

The Office/Recruitment Assistant performs duties assigned by the Human Resources Director and other members of the executive team. The Office/Recruitment Assistant will maintain company employee data and follow company procedures for timely, and effective tracking of records, interviewing and data entry. The following duties are representative of the job but are not all inclusive and other duties may be assigned as needed.

Leadership

• Be a steward of Cornerstone Valley’s culture
• Behaves in alignment with our values of Compassion, Integrity, and Responsibility
• Treats others with respect and dignity
• Proactive, self-starting, self-managing
• Behaves in a manner that sets a positive example for others to follow
• Upholds and communicates our safety standards
• Responsible for mitigating and reporting risk
• Participates in meetings and committees

Duties

• Makes determination for Direct Service Professional (DSP) candidates who meets qualifications.
• Contact candidates through email and phone and gather additional information to determine who will be invited to an interview.
• Schedule and complete in person interviews for qualified Direct Support Candidates.
• Processes documents to finalize interview process including collection of interview notes.
• Coordinate with Human Resources Department on extending offers to qualified candidates.
• Consistently monitors the company website to ensure all information is up to date and accurate, including Social Media platforms, posting employee anniversaries, employee of the week and agency events.
• Maintains organized system for filing and retention of recruiting documents.
• Ensures all filing is completed in a timely manner.
• Maintains the area for archive records, ensuring overall organization is maintained.
• Maintains inventory on supplies kept in stock for the programs in the region.
• Maintains the supply room ensuring office supplies are kept organized and in stock.
• Maintains the staff kitchen inventory, making snack purchases monthly within the allotted budget.
• Maintains contact with the Executive Assistant for ordering supplies as needed for the office.
• Maintains a system for recording expenses and the use of petty cash.
• Coordinates maintenance of office equipment with the Operations Manager.
• Responds to and resolves administrative inquiries and questions.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Maintains good customer relations through effectively handling candidate inquiries and conversations.
• Greets all incoming guests to the office and passes along accurate information to the appropriate recipient.
• Maintains an open line of communication with the Human Resources Director
• Maintains the cleanliness and organization of the office space including storage and supply rooms
• Ensures set up for onboarding new candidates, including making sure computers are charged, folders are prepared, and the space is set up prior to candidate week.
• Always maintains confidentiality.
• Maintains an accurate calendar on Outlook and ability to keep schedules up to date on the entry calendar
• Assists in completion of onboarding paperwork with new employees on the first day of employment, including setting up of accounts
• Maintains tracking system for required training.
• Ensures all training documentation is in personnel files for licensing, dates are entered in the training tab for Bamboo for accurate expiration tracking.
• Ensures training documentation for Core Competencies 1 & 2, CPR/First Aid, OIS, etc. is turned in timely.

• Assists the Executive Assistant with event planning as needed
• Maintains the drivers list for all newly hired staff in the assigned region
• Maintains staff transfer forms with assistance from the Executive Assistant
• Any and all other duties as assigned.

Qualifications

The following qualifications are representative of the knowledge, skills and abilities needed to perform the job but are not all inclusive.

• Associate degree or 2 years minimum in an office management role
• Strong interviewing skills and familiarity with various interview techniques (i.e. video, panel interviews, etc.) Minimum 1 year experience
• Exceptional interpersonal skills
• Excellent verbal and written communication skills
• Excellent computer skills in Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Advanced understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Detail oriented and strong organizational skills
• Must be able to work effectively and perform quality work with multiple interruptions.
• Must be able to follow written and verbal instructions.
• Can work independently and collaboratively in a team environment.
• Able to multitask, prioritize, and manage time efficiently.

• Flexible and adaptable to change.
• Ability to maintain a positive attitude and willingness to assist others.
• Demonstrated ability to handle sensitive and confidential information.
• High level of professionalism and integrity
• Excels at providing customer service, great follow through.
• Desire to learn and grow in the role.

Working Conditions

• Works in an office environment.
• Must have good manual dexterity, can sit, stand, kneel, and squat, be able to frequently lift and carry up to 45 lbs.
• Must be able to stand and sit for extended periods of time.
• Spends extended time sitting at a computer and doing phone work.
• Regular attendance is required to perform the job satisfactorily.

Cornerstone Valley 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 policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training