Office Assistant, FT, 9-5

Description

Position Title: Office Assistant (Receptionist) Supervisor: Office Manager FLSA Status: Exempt

Employment Status:  Full-time Salary Range: $17 per hour Shift: Monday – Friday, 9am – 5pm

__________________________________________________________________________________________________

 

Overview:

HopeWorks is seeking a dynamic and dedicated Office Assistant to serve as the first point of contact for our diverse clients, donors, and community members. This role is crucial for creating a warm and welcoming environment and supporting the smooth operation of our main office. If you are passionate about social justice and have strong administrative skills, we invite you to join our team.

 

About HopeWorks:

HopeWorks is committed to changing the systems and power imbalances that perpetuate racism, poverty, and gendered violence. Our mission is to support and advocate for individuals affected by sexual and intimate partner violence, while engaging the community in violence prevention efforts. We value dignity, safety, self-determination, engagement, social change, and social justice.

 

HopeWorks is currently seeking an Office Assistant for the following shift: Monday – Friday, 9AM to 5PM

 

 

Minimum Qualifications

Educational Qualifications:

• High School Diploma or GED (required)
• Associate Degree or Certification in Office Administration (preferred)

 

Professional Experience:

• 2 years working in an office environment
• Customer service experience
• Administrative support experience

 

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with database management and CRM systems
• Familiarity with office equipment (multi-line phone systems, copiers, fax machines, printers)
• Basic IT skills for troubleshooting office technology issues

 

Communication Skills:

• Excellent verbal and written communication skills
• Strong interpersonal skills for greeting visitors and handling phone calls

 

Organizational Skills:

• Strong organizational abilities
• High attention to detail
• Ability to manage multiple tasks and maintain an organized workspace

 

Personal Attributes:

• Professional demeanor and appearance
• Reliability and punctuality
• Adaptability in a dynamic work environment
• Effective problem-solving skills
• Team player mentality

 

Additional Preferred Qualifications:

• Bilingual in English and a second language
• Knowledge of the nonprofit sector
• Experience in crisis response

 

Other Considerations:

• Cultural competence and ability to work with diverse populations
• Commitment to HopeWorks' mission and values

 

 

Essential Duties and Responsibilities

Front Desk Reception

• Answer and direct incoming telephone calls, providing information and referral as needed
• Greet clients and visitors, ensuring a positive first impression
• Provide basic intake forms and conduct conflict checks in the absence of an Intake Coordinator

 

Donation Management

• Assist the Office Manager in managing the receipt and documentation of in-kind donations
• Assist the Office Manager in overseeing the storage of in-kind donations

 

Administrative Support

• Provide administrative support to staff, including copying and faxing documents
• Assist with special projects, events, and mailings
• Manage incoming and outgoing mail
• Maintain organization of common areas, including the copy room
• Assist in maintaining a safe and secure office environment using crisis management and de-escalation skills
• Perform other duties as assigned

 

 

Core Competencies
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

Initiative and Creativity	Plans work and carries out tasks without detailed instructions; makes constructive suggestions; prepares for problems or opportunities in advance; undertakes additional responsibilities; responds to situations as they arise with minimal supervision; creates novel solutions to problems; evaluates new technology as potential solutions to existing problems.
Communication Skills	Writes and speaks effectively, using conventions proper to the situation; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind own opinions; asks others for their opinions and feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions.
Cooperation and Teamwork	Works harmoniously with others to get a job done; responds positively to instructions and procedures; able to work well with staff, co-workers, peers and managers; shares critical information with everyone involved in a project; works effectively on projects that cross functional lines; helps to set a tone of cooperation within the work group and across groups; coordinates own work with others; seeks opinions; values working relationships; when appropriate facilitates discussion before decision-making process is complete.
Quality of Work	Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.
Reliability	Personally responsible; completes work in a timely, consistent manner; works hours necessary to complete assigned work; is regularly present and punctual; arrives prepared for work; is committed to doing the best job possible; keeps commitments.
Problem Solving	Anticipates problems; sees how a problem and its solution will affect other units; gathers information before making decisions; weighs alternatives against objectives and arrives at reasonable decisions; adapts well to changing priorities, deadlines and directions; works to eliminate all processes which do not add value; is willing to take action, even under pressure, criticism or tight deadlines; takes informed risks; recognizes and accurately evaluates the signs of a problem; analyzes current procedures for possible improvements; notifies supervisor of problems in a timely manner.
Support of Diversity	Treats all people with respect; values diverse perspectives; participates in diversity training opportunities; provides a supportive work environment for a multicultural staff; applies HopeWorks’ commitment to cultural proficiency; shows sensitivity to individual differences; treats others fairly without regard to race, sex, color, religion, mental or physical ability, health status, nation of origin, gender identity or expression or sexual orientation; recognizes differences opportunities to learn and gain by working together; values and encourages unique skills and talents; seeks and considers diverse perspectives and ideas.
Judgment	Displays willingness to make decisions; exhibits sound and accurate judgment; analyzes problems skillfully; uses logic to reach solutions and make timely decisions.
Planning and Organization	Prioritizes and plans work activities; uses time efficiently; and develops realistic action plans.
Mathematical Skills	Adds, subtracts, multiplies and divides in all units of measure, using whole numbers, common fractions, and decimals.  Computes rate, ratio, and percent and draw and interpret bar graphs.
Physical Demands	The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to stand, sit, walk, communicate, and hear.  The employee is occasionally required to use hands to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee may frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

_________________________________________________________________________________________

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.  All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. 

 

Bilingual candidates are STRONGLY encouraged to apply.

 

 

TO APPLY: Applicants must complete an online application and submit a resume and letter of interest. Resumes submitted without a cover letter will not be reviewed. The review of applications will begin immediately and continue until the position is filled. PHONE CALLS WILL NOT BE ACCEPTED.

 

 

Online Application: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=92893&clientkey=57F0B2A019C74484C2E21C815D921A34 

 

 

HopeWorks is an Equal Opportunity employer. Personnel are chosen on the basis of ability without regard to race, color, religion, sex, national origin, disability, gender identity, marital status or sexual orientation, in accordance with federal and state law.

 

Qualifications

Salary : $17