The Office Assistant provides essential administrative and clerical support to ensure the smooth operation of the office. This position is responsible for welcoming visitors, answering phones, managing correspondence, maintaining office supplies, organizing files, and assisting staff with a variety of administrative tasks. The Office Assistant plays an important role in creating an organized, efficient, and professional office environment while providing excellent customer service to clients, community partners, and team members.

Key Responsibilities:

• Understands the programs and missions of PARS to professionally manage incoming calls and visitors and to properly assist them or provide directions.
• Schedule appointment requests for clients seeking evaluations, including collecting any payment that is due.
• Organize and maintain filing systems, both electronic and paper.
• Prepare reports, letters, and other business documents.
• Order and maintain office supplies and equipment.
• Assist with data entry and record keeping.
• Process incoming and outgoing mail and deliveries.
• Support accounting tasks such as invoicing, expense tracking, and basic bookkeeping.
• Coordinate with vendors and service providers as needed.
• Maintain a clean, organized, and efficient office environment.
• Act as agency liaison for computer and technical support
• Act as support for staff and Executive Director by assisting with projects, such as preparing correspondence, preparing for and attending workshops, presentations, tabling events, etc.
• Perform other administrative duties assigned by management.

Qualifications:

• High school diploma or equivalent; an associate degree is an advantage.
• Previous administrative or office experience preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office equipment.
• Availability to be in office from 12 pm until close, with flexibility for longer days on occasion.

Desired Skills:

• Friendly and professional customer service approach.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Attention to detail and accuracy.
• Ability to multitask and work independently.
• Professional attitude with strong customer service skills.
• Adaptability and willingness to learn new systems and processes.
• Experience in a nonprofit or human services environment is a plus.

Physical Demands:

• Ability to sit for extended periods of time.
• Ability to stand, walk, and move throughout the office to assist visitors, retrieve files, and perform office duties.
• Ability to move supplies up to twenty (20) lbs.
• Sufficient visual ability to read printed materials and computer screens.
• Ability to perform repetitive motions associated with keyboard and mouse use.
• Ability to communicate effectively in person, electronically, and by telephone.

Work Environment:

• Professional and time-oriented environment in an office setting.
• Interaction with clients, visitors, community partners, vendors, and staff.

Additional Duties Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Pay:

$19.00 - $22.00 per hour Expected hours: 25.0 per week

Work Location:

In person