Office Assistant

The Arc - Jefferson & St. Lawrence; Village of Canton (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

The Arc Jefferson – St. Lawrence is seeking an organized Office Manager to support daily operations of the main office at 6 Commerce Lane.

You will handle correspondence, answer calls, greet visitors, and assist with clerical tasks to keep the office running smoothly. Ideal candidates have an Associate's Degree or a High School Diploma with extensive administrative experience, strong computer skills (Office 365, Zoom/Teams), and excellent communication abilities to interact with management,

Qualifications

• Associate degree or equivalent experience required.
• 1-3 years office management experience preferred or 5 years of customer service experience.
• Proficient in Microsoft Office 365 and other office software.
• Excellent communication and interpersonal skills.

Responsibilities

• Oversee and support all administrative duties in the office.
• Answer calls, greet visitors, and manage front-desk duties.
• Manage office supplies and calendar scheduling.
• Prepare reports and meeting minutes.
• Support HR, transportation, and finance as needed.

Skills

Office management

Customer service

Communication skills

Note-taking

Education

Associate’s Degree in Business or related field

High School Diploma

Tools

Microsoft Office 365

Zoom/Teams

Job description

Position Type/Expected Hours of Work

Monday- Friday (7:30am-4:00pm). Flexible to the needs of the agency.

Qualifications

-Associate’s Degree in Business or related field with 1-3 years office management experience preferred or High School Diploma with 5 years’ experience with customer service, and clerical responsibilities Highly proficient computer and organizational skills. Must possess positive communication skills and have the ability to deal effectively and interact comfortably and confidently with executive management as well as the public and business partners. A reasonable combination of education and practical work experience that demonstrates the ability to perform the essential functions of the position will be considered.

Additional Qualifications –

Competent with Microsoft Office 360, Zoom/Teams or other meeting platforms. Ability to take relevant notes at meetings and then produce accurate meeting minutes in a timely manner. General understanding of the varied supports and services of the agency. Competent in typing of reports and documents.

Work Authorization/Security Clearance –

Authorized to work in the United States.

Summary/Objective -

Responsible for providing administrative and clerical support to ensure the efficient daily operation of the main office. Responsible for assisting with correspondence, answering telephone calls, greeting visitors, and supporting employees with routine administrative tasks.

Essential Functions –

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General Duties:

1. Oversee and support all administrative duties in the office and ensure the office is operating smoothly.
2. Be the primary monitor for phone calls and admittance to the administration (6 Commerce Lane) building.
3. Manage office supplies inventory and place orders as necessary.
4. Perform receptionist duties: greet visitors, and answer and direct phone calls.
5. Receive and sort incoming mail and deliveries, and manage outgoing mail.
6. Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
7. Responsible for scheduling the use of the meeting space in the administration building.
8. Make all travel arrangements for employees in St. Lawrence County for trainings, conference or any other business-related travel.
9. Ensure documents are filed accurately and in a timely manner. Maintains the confidentiality and security of sensitive documents and records.
10. Performs daily fingerprinting for Idemia/Identigo.
11. Assist the Human Resource Department as directed by the Chief Human Resource Officer or designee.
12. Assist the Transportation department with transportation / transit monies to include daily bank runs / deposits.
13. Assist the Finance Department as directed by the Chief Fiscal Officer or designee.

Competencies –

• Organizational Skills
• Communication Skills
• Time Management Skills
• Familiarity with Microsoft Office
• Dictation Skills

Supervisory Responsibility –

None

Travel –

Occasional local travel.

Work Environment -

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands -

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; lift; use hands to finger, handle or feel; and reach with hands and arms. Work may require lifting, pushing, or pulling in excess of 30 pounds.

Other Duties –

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. I have read and received a copy of the above job description and understand the responsibilities fully. I understand that the preceding job description will be reviewed/updated at least annually; more frequent updates will depend on contract needs.

AAP/EEO Statement –

The Arc Jefferson – St. Lawrence has and will continue to provide all employees and applicants’ equal opportunity in the manner provided by law in all aspects of employment regardless of their age, race, creed, color, national origin, sexual orientation, disability, genetic predisposition, or carrier status, or marital status. These individuals will be recruited, referred for hiring consideration, and employed with regard to the positive and appropriate utilization of their skills and capabilities. Qualified employees will be afforded non-discriminatory consideration for promotion and job advancement, and there will be no discrimination with regard to assignments, rates of pay, promotions, transfers, training, termination, accessibility, working conditions, and benefits.