This Office Assistant will assist in the day to day office functions related to the Youth Support Unit, as well as any ongoing projects as assigned. Office Assistant must possess the ability to serve in a variety of administrative capacities and participate in achieving the goals and objectives of the unit by assisting the Youth Support Partner Leadership Team and staff in maintaining an organized and functional unit. Additional responsibilities will include:
*Providing consistent front desk/reception area coverage; greeting customers and directing them to appropriate locations.
*Maintaining and distributing phone/email contact lists; preparing emails, letters and memos on routine office matters; types and proofreads correspondence.
*Receiving, sorting and distributing mail/correspondence; preparing outgoing mail.
*Assisting with maintenance of the client database, excel spreadsheets, files, KIDS, etc.
*Acting as a liaison with building contacts, equipment providers, etc, as needed.
* Coordinating central office Outlook calendar, scheduling meetings and trainings.
*Responsible for managing the unit’s credit card purchases and purchase approvals.
* Monitoring and maintaining office supplies and distribution; supervising maintenance and day to day functioning of the office equipment.
*Helping with tracking and scheduling interviews, hires and on-boarding of new staff.
*Maintaining systems for tracking client referrals and assignments.
*Supporting the intake process for all client related paperwork.
*Coordinating the filing of all client related paperwork.
*Coordinating the tracking of all client data and sharing it with the Program Manager and others.
*Collaborating with staff and organizing office celebrations, conference arrangements, unit community service and other events.
Associate’s degree from an accredited college/university in psychology, sociology or human services field, plus previous work experience in the human services and/or experience working in an office environment. Excellent communication and organizational skills, strong computer skills and knowledge of Word, Excel, PowerPoint, Internet, Outlook and email usage are key. A self-starter with the ability to work independently to initiate tasks to be completed within the unit is also important.