Office Assistant

DUTIES & RESPONSIBILITIES:
1. Answer the phone in a professional manner, log and route accordingly.
2. Greet and route visitors and log reasons for visits accordingly.
3. Sign for equipment/goods received in front office and ensure the Business Office gets all “delivery” tickets.
4. Assist in the preparation of Board packets as needed.
5. Assist with signing out of credit cards to staff as needed, ensuring applicable approved requestions/POs are on file.
6. Prepare file folders for indirect cost staff as needed.
7. Write receipts and make copies of receipts/checks for the Finance Director.
8. Assist with other administrative duties in support of Finance and Human Resources as needed.
9. Assist with preparation of program-specific reports including, but not limited to, collecting and compiling the agency organizational standards for annual submission.
10. Responsible for maintaining sufficient copies of forms used by I-CARE staff.
11. Order all office/printing supplies as needed for Business, Executive and front offices.
12. Maintain copier and postage meter and ensure all mail is posted by program(s) accordingly. Also responsible for ensuring adequate supplies are maintained for the copier and postage meter.
13. Pick up/deliver mail from/to the Post Office when necessary. Open and stamp and all incoming mail according to the date received and distributed to respective departments or individuals.
14. Type/file miscellaneous correspondence for the Agency as directed by the Executive Director.
15. Prepare requisitions and order supplies as needed for the Business/Executive and Front offices. Ensure office, bathrooms, kitchen area, and similar janitorial supplies (hand soap, sanitizer, paper towels, and toilet tissue) are filled as needed at Shelton Avenue.
16. Ensure recyclables are emptied into the outdoor bin and the bin is placed on the street and returned to the storage area after the recyclables are picked up by the city (or private contractor) per the city/contractor schedule.
17. Maintain neat and orderly work area and ensure the front waiting area is clean and free of debris.
18. Other duties as assigned by supervisor and/or the Executive Director