Office Assistant

Walnut Avenue Family & Women's Center; Santa Cruz (CA); On-site; USD 28,000 - 34,000; Part time

Job summary

Walnut Avenue Family & Women's Center seeks a Front Office Assistant to support reception, information dissemination, and donation processing. The role involves coordinating with the front office manager, assisting with Thursday farmer's market setup, and guiding guests to appropriate services in person or by phone.

Responsibilities include greeting visitors, answering multi-line phones, maintaining logs, and ensuring front office organization.

Qualifications

• High School degree or GED required.
• Proficient in Microsoft Office Suite and handling multi-line phones.
• Ability to communicate clearly with staff and guests; maintain confidentiality.

Responsibilities

• Answer phones and greet guests at the front door with a friendly demeanor.
• Maintain visitor sign-in log and keep the front office organized.
• Enter donation data in an Excel spreadsheet and manage Thursday farmer's market setup.
• Provide information about Walnut Avenue's services, both in person and by phone.
• Safely organize perishable food and assist participants during food pickups.

Skills

Microsoft Office Suite

Communication

Problem solving

Office equipment

Computer literacy

Education

High School degree or GED

Tools

Scanner

Phone system

Job description

Job Title: Front Office Assistant

Department: Operations

Program / Component: Family Support Services

Supervising Staff: Operations Manager

General Information: Temporary role, non-exempt,20 - 25 hours per week

Pay: $17.00 - $24.00 per hour depending on experience (plus an extra $1.00 per hour Bilingual/Biliterate pay differential if you are bilingual and biliterate English/Spanish)

Time frame: Approximately 2 - 3 months

Position Purpose: The front office assistant coordinates with the front office manager in the daily operations of the front office.

Position Summary:

The front office is responsible for reception services, including receiving guests at the front door and answering the office phone. Many people in contact with the front office are survivors of domestic violence in different stages of leaving a relationship. Some survivors struggle with mental health conditions or addiction. The front office assistant would provide support in directing visitors to the appropriate service; providing information about Walnut Avenue's services, both in person and over the phone; document donation intakes; and assist with set up and tear down of Thursday morning farmer's market.

Responsibilities/Tasks:

• Answer phones
• Greet and welcome guests at the front door with a friendly and positive demeanor
• Maintain visitor sign-in log
• Keep the front office organized
• Enter donation data in an Excel spreadsheet
• Set up food donations on Thursday mornings starting at 8:30am
• Tear down boxes for recycling
• Neatly put food away in the pantry Thursday mornings at 11:00am
• Provide support to participants picking up food Thursdays after 11:00am
• Safely organize and maintain perishable food, including dating prepared food as it arrives.
• Perform other duties as assigned

Qualifications:

• High School degree or GED
• Microsoft Office Suite - intermediate level
• Ability to effectively present information and respond to questions from managers, employees and guests
• Ability to solve practical problems and deal with a variety of situations
• Ability to use office equipment - computer, scanner, copier, and phone
• Requires frequent use of desktop or laptop computer, and the ability to sit, stand, walk, talk, and use hands

Skills & Experience:

• Treat every person with respect and dignity
• Maintain 100% confidentiality with participant information
• Safely lift or move up to 40 pounds
• Answer multi-line phones with professionalism and care
• Forward phone calls to appropriate staff
• Attention to detail in filling out forms and documentation
• Able to learn quickly to support the front office independently
• Neat and organized

Preferred:

• Spanish-speaking
• Experience with trauma-informed care
• Domestic violence advocacy training
• Prior multi-line phone experience

It is the policy of Walnut Avenue Family & Women's Center to provide equal employment, volunteer opportunities and services (EEO) to all persons regardless of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by federal, state or local law.