Office Assistant II

capcainc; Conway (AR); On-site; USD 15,000 - 21,000; Full time

Job summary

CAPCA in Conway, AR is seeking a friendly receptionist to support daily agency operations. Under supervision, you will greet visitors, answer and route calls, perform clerical tasks, manage the mail, and assist with program-related duties as needed.

The role requires a high school diploma or GED, at least one year of customer service experience, and proficiency with Microsoft 365. A valid driver’s license and ability to lift up to 50 pounds may be required.

Qualifications

• High school diploma or GED required.
• Minimum one year of work experience in business or customer service.
• Proficient in Microsoft 365.
• Valid driver's license and reliable transportation.
• Occasional lifting up to 50 pounds.

Responsibilities

• Greet visitors and answer phones; route inquiries as needed.
• Process mail, donations receipts, and maintain filing.
• Provide clerical support and data entry for agency programs.
• Assist in program delivery and resource coordination.
• Maintain confidentiality and support office operations.

Skills

Customer service

Data entry

Communication

Organization

Teamwork

Confidentiality

Attention to detail

Education

High school diploma or GED

Tools

Microsoft 365

Job description

STATEMENT OF THE JOB

Under the overall supervision of the Executive Director and the direct supervision of the Administrative Specialist . Responsible for performing receptionist duties and providing clerical support for the agency.

ESSENTIAL FUNCTIONS

1. Serve as a Team member of CAPCA in overall coordination and planning for Agency programs.
2. Maintain a cooperative and professional attitude with all staff, clients, volunteers, and community.
3. Greet all individuals who visit or call the office and assist as needed. Assist in managing the agency phone system, including answering agency calls and processing all voicemails daily.
4. Responsible for sharing knowledge of current program requirements, local community resources, and other information and/or resources to assist clients.
5. Receive donations, provide receipts, and complete thank you notes to donors as needed.
6. Perform moderately complex data entry, data management, and clerical work (i.e. setting up files, filing, printing/ copying, running reports, shredding.) Pick up, process, and distribute mail daily, including but not limited to, processing incoming mail. Must have all outgoing mail processed by no later than 4:00 pm each day.
7. Assist with the delivery of services to all eligible clients through Low-income Home Energy Assistance (Li-HEAP), Emergency Solutions Grant, The Emergency Food Assistance Program (TEFAP), and other case management programs as applicable.
8. Provide administrative assistance in the preparation of documents, events, meetings, reports, presentations, brochures, training materials, filing, service delivery, technology, technology maintenance, and other agency projects
9. Responsible for being knowledgeable about community resources, including all food pantries, and updating the resource directory for Faulkner County annually.
10. Assist with processing all volunteer applications.
11. Responsible for promoting a positive public image for the Agency through social media and public appearances.
12. Responsible for safeguarding all confidential information as it relates to your job duties.
13. Responsible for avoidance or appearance of fraud and assist in ensuring compliance in the overall management of the agency.
14. Assist with building maintenance, such as changing and dusting air filters, changing light bulbs, security checks, ensuring lobby remains clean, etc.
15. Responsible for assisting other departments with activity for Administration office. (i.e. HR, Accounting, Head Start),

NON-ESSENTIAL FUNCTIONS

1. Respect confidentiality in all aspects of the agency.
2. Must be willing to participate in all training designed for professional development.
3. Ability to handle stress, tension, and exasperation that contact with adults may bring every day.
4. May be called upon to administer first aid at any time. The incidental nature of this circumstance effectively establishes first aid as a collateral duty, rather than a primary one.
5. Perform other job-related duties as necessary for the overall operation of the program.

JOB REQUIREMENTS

1. Educational Requirements:

• High school diploma or GED.

1. Experience Requirements:

• Minimum of one year of work experience in business, customer service, or related fields.
• Proficient computer skills with minimal errors.
• Proficient in Microsoft 365

1. Physical Requirements:

• Valid driver's license, access to transportation with liability insurance, and willing to use the vehicle for agency-related travel.

• Ability to travel out of the area overnight to attend training
• Ability to hear and communicate orally with children and adults.
• Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to adjust focus.
• Occasionally lift and/or move up to 50 pounds.

1. Skill Requirements:

• Ability to read, write, and perform mathematical calculations.

• Confidentiality in matters related to duties is imperative. Ability to keep confidential information without inappropriately divulging it.

• Ability to work closely with co-workers, program staff and the public.
• Ability to work with individuals of different cultural, linguistic and economic

backgrounds.

• Be in sympathy with the concepts of the agency.
• Possess planning and organizational abilities.
• Ability to make decisions and work without continual close supervision.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and /or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Currently budgeted for 12 months per year.

Hours: 7:00 am - 5:30 pm Monday - Thursday

Pay: $13.00/hr.