Office Assistant

Description

Summary: The Office Assistant performs a broad range of administrative, clerical, and operational tasks, supporting various functions within the center. Highlights: 1. Perform diverse administrative, clerical, and operational tasks 2. Support Intake Team and manage office supplies and mail 3. Utilize various office technologies for materials preparation and filing HAWAII DISABILITY RIGHTS CENTER OFFICE ASSISTANT - POSITION DESCRIPTION I. PRIMARY PURPOSE The Office Assistant position has been established to perform a broad range of administrative, clerical and operational tasks for the Center. II ESSENTIAL DUTIES/FUNCTIONS A. Regular Duties  Reception and Assistance - Greets and receives clients and other visitors to the office promptly and courteously and directs them to appropriate staff. Serves as telephone receptionist; greets callers and forwards calls to the appropriate staff.  Intake Team Support – Fields live intake overflow calls from clients and assists Intake Team with all task as needed.  Supplies - Monitors the Center’s supplies inventory; orders supplies as necessary; distributes supplies as requested by staff.  Mail - Collects, opens and gives daily incoming mail to the Manager of Operations; and stamps and sends daily outgoing mail.  Materials Preparation - Prepares correspondence, documents, publications, reports, forms and other materials using word processing software, typewriter, copier and scanner.  Office Care - Opens and prepares office for business in the morning and closes the office at the end of each day (doors, lights, files, machines and appliances).  Filing, Scanning, E-Filing - Files all Center records in appropriate files, utilizing the appropriate technology.  Errands - Performs errands outside the office as necessary. III. OTHER DUTIES/FUNCTIONS Other duties as required by the Director of Operations. IV. STANDARDS OF CONDUCT AND PRACTICE The incumbent is expected to maintain professional standards of conduct and practice in the workplace and in the performance of the duties of this position. It is a minimum requirement of this position to adhere to the following standards:  Professional Standards or Ethical Code of Conduct of the employee’s own profession (attorney, social worker, accountant, etc.)  National Disability Rights Network (NDRN) Standards for Advocacy Programs. V. WORK PRODUCT Work produced and materials acquired in the conduct of this position are the property of the Hawaii Disability Rights Center. The incumbent in this position is expected to maintain such work product and materials in a usable condition and order for any successor in this position. VI. WORKING CONDITIONS A. Work Hours  Monday through Friday, 8:00 a.m. - 5:00 p.m.  Extended hours as required. B. Work Site  Indoors under regular office conditions. C. Equipment Use  Frequent use of telephone, FAX machine, copier/scanner, personal computer with LAN, printer, Windows, Word and other software. VII. DEMANDS ON EMPLOYEE A. Mental Demands  Continuous attention to detail, concentration and alertness.  Frequent use of mathematical skills. B. Communication Demands  Continuous talking to co-workers, clients, service providers and vendors, in person and by telephone.  Composes, writes and proof reads written language. C. Physical Demands  Continuous sitting and use of computer keyboard.  Frequent standing and walking.  Occasional reaching, handling, pushing, pulling, office supplies, etc. VII. QUALIFICATION REQUIREMENTS A. Skills/Knowledge  Knowledge of and ability to meet and work with persons with disabilities.  Ability to work with a variety of professional and other staff members.  Ability to use a personal computer, Microsoft Word for Windows, other software, and to work within a Local Area Network (LAN) environment.  Ability to use a typewriter, adding machine, multi-line telephone system, copier, postage machine, fax machine, scanner, and other standard office equipment.  Ability to communicate clearly and concisely, orally and in writing.  Knowledge of business forms, letters and correspondence requirements.  Ability to design, organize and maintain a variety of filing systems.  Ability to organize work and balance a variety of tasks and responsibilities simultaneously.  Ability to work independently with a minimum of supervision. B. Education/Training Degree/diploma in Business Education or at least one year of related work experience. C. Experience At least one year related work experience. VIII. LINES OF AUTHORITY The Office Assistant is directly responsible to the Manager of Operations.