Clerical Officer

MINDSG LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A community care organization located in Hougang is looking for a General Admin role. The candidate will manage clerical tasks, maintain records, and ensure proper handling of documents. Responsibilities also include managing petty cash, handling inquiries regarding the children's wing, and supporting staff in administrative tasks. Applicants should possess at least GCE 'O' Levels and have good interpersonal skills. Prior experience in a similar role is advantageous.

Responsibilities

• Maintain clerical and office forms, and filing systems.
• Prepare and record minutes of staff meetings.
• Be in charge of mailing matters and ensure filing of documents.
• Prepare and submit reports punctually as required.
• Handle all enquiries on Home/ Hostel/ Children's Wing matters.
• Update staff and residents muster lists.
• Assist in sourcing for quotations and process orders.

Skills

Effective interpersonal skills

Effective communication skills

Computer literacy (MS Word, Excel, PowerPoint)

Basic accounting skills

Education

Minimum GCE 'O' Levels/ ITE/ Diploma

Job description

General Admin Work

• To maintain and improve the department clerical and office forms, photos of residents Home/ Hostel / Children's Wing, records and filing system.
• To prepare and record minutes of staff meetings when necessary.
• To prepare and photocopy all documents required by staff.
• To be in charge of posting and mailing matters.
• To ensure proper filing of documents.
• To be responsible for opening and closing the general Office when necessary.
• To prepare and submit all necessary reports punctually as required by the operations of Home/ Hostel/ Children's Wing
• To handle, process and control in-coming and out-going telephone calls and faxes.
• To handle appropriately on all enquiries on Home/ Hostel/ Children's Wing matters.
• To manage and handle external vendors pertaining to purchases and facility matters.
• Take on additional responsibilities or tasks as assigned by Head of Home/ Hostel/ Children's Wing.

Monetary / Donation Matters

• To keep and maintain the petty cash account.
• To be in-charge of collection of maintenance fees, school pocket money and miscellaneous expenses for the residents from parents/ guardians and to do all necessary administrative works to manage the accounts.
• To keep records of all donations and maintain good relations with donors.

Inventory

• To maintain the operational readiness of all the office equipment and facilities and to improve inventory system and security and efficient use of the equipment.
• To maintain and update all the inventory lists of Home/ Hostel/ Children's Wing.

Purchaes

• To assist in sourcing for quotation and process order, purchase, delivery of good and services according to procedures

Staff Matters

• To maintain and update staff muster and personal confidential files.
• To process and keep necessary records of all staff claims.
• To process and prepare staff renewal, replacement and medical.

Residents' Matters

• To maintain and update residents' muster and assist the social worker in preparing the Social Work and Resident's Confidential File.
• To assist staff in preparing training and visual aids.
• To assist in resident's admission procedures when necessary.

Volunteers Matters

• To maintain and update volunteers' muster list and records.
• To assist in volunteer management when necessary.

Qualifications

• Minimum GCE 'O' Levels/ ITE/ Diploma

Other Information

• Effective and good interpersonal and communication skills.
• Computer literacy skills - MS Word, Excel, Powerpoint.
• Simple basic accounting skills.
• Work Location at Hougang