Facilities and Office Services Assistant

American Public Health Association; Washington, Petaluma (District of Columbia, CA); Hybrid; USD 50,000 - 60,000; Full time

Job summary

Join a forward-thinking organization as an Office Services Assistant, where you will play a vital role in ensuring a smooth and efficient office environment. In this full-time position, you'll handle mail processing, manage supplies, and support meeting setups, all while providing backup reception duties as needed. This dynamic role offers the chance to contribute to a collaborative team and engage in various administrative tasks. The organization values diversity and offers a hybrid work environment, making it an exciting opportunity for those looking to make a difference in public health operations.

Qualifications

• High school diploma required; office administration training is a plus.
• Prior experience in office services or facilities support preferred.

Responsibilities

• Provide logistical and administrative support for office operations.
• Manage mail processing, supply inventories, and meeting setups.

Skills

Organizational Skills

Time Management

Communication Skills

Interpersonal Skills

Ability to Lift 50 lbs

Education

High School Diploma

Training in Office Administration

Tools

Microsoft Office Suite

Job description

Overview

The Office Services Assistant is responsible for providing logistical and administrative support to ensure the efficient operation of APHA’s office environment. This role includes handling mail processing and distribution, managing supply inventories, assisting with meeting and conference room setups, overseeing office equipment maintenance, supporting procurement processes, and providing light facilities maintenance. Additionally, this position provides backup support for reception duties as needed.

Responsibilities

Mail Processing & Distribution:

• Handle the receipt, sorting, and internal distribution of incoming mail to appropriate departments and personnel.
• Collect, post, and process outgoing mail, ensuring proper postage and timely dispatch.

Internal Deliveries:

• Conduct scheduled pickups and deliveries of correspondence, packages, and materials to designated personnel within the organization.

Supply Management:

• Monitor and maintain inventory levels for office and kitchen supplies.
• Restock kitchens and workrooms to ensure supplies are readily available for staff use.

Meeting & Conference Room Support:

• Ensure conference and meeting rooms are set up according to requested configurations for various events, meetings, and conferences.

Equipment & Systems Oversight:

• Oversee the maintenance and operation of office equipment, including telephone systems, copiers, and postage meters.
• Report any equipment malfunctions and coordinate necessary repairs or servicing.

Procurement Support:

• Assist in the administration of APHA’s procurement system by maintaining central procurement records and ensuring compliance with organizational purchasing procedures.

Light Facilities Support:

• Assist the Building Engineer with routine maintenance tasks, including minor office painting, snow removal, power washing, and other small projects as needed.

Reception Coverage:

• Provide backup support for the APHA receptionist by answering incoming calls, greeting visitors, and directing inquiries to the appropriate department.

Perform other duties and responsibilities as assigned by the Supervisor.

Qualifications

High school diploma or equivalent; additional training in office administration or facilities management is a plus. Prior experience in office services, mailroom operations, or facilities support preferred. Strong organizational and time-management skills with the ability to prioritize tasks effectively. Basic knowledge of office equipment maintenance and troubleshooting. Ability to lift and transport packages, supplies, and office equipment (up to 50 lbs). Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new systems as required. Excellent communication and interpersonal skills. Ability to work both independently and collaboratively within a team environment. Professional demeanor with a commitment to providing excellent internal customer service. Must be able to work occasional evening and weekend work as job duties or projects require it. Able to lift up to 30 lbs.

Position is based in downtown DC near several metro stations. Hybrid work environment.

Hours: 35 hours a week, full-time, Monday - Friday (daytime). Number of openings: 1.

Applicants who meet the requirements and are interested in being considered for this position should submit the following information at: https://careers-apha.icims.com.

• Cover letter;
• Resume;
• A writing sample;
• Salary requirement;
• At least 2 supervisory references and 1 professional reference (name, title, company name and phone number and email).

Vaccination Policy: New Hires and Employees must adhere to APHA COVID-19 Vaccination Mandate Policy.

CLOSING DATE: Open Until Filled

GRADE: 3 - non exempt

SALARY RANGE: Low to mid-50s (salary commensurate with experience & job role). APHA offers a competitive salary and excellent benefits.

EEO/AA/VETS/DISABILITY. APHA is strongly and actively committed to diversity in its workplace.