Office Services Associate

Description

Job Title: Office Services Associate

Reports To: Operations Manager

FSLA STATUS: Non-Exempt

Providing services for: The Youth Opportunity Center

Summary: Provides general office support with a variety of clerical activities and related tasks. The Office Services Associate will be responsible for greeting and directing visitors; answering incoming calls; mail services; requisition of supplies; organization and coordination of common areas (break room, reception area, copy center, Turner Commons and conference rooms) as well as additional clerical duties.

Hours: Mon- Thurs 9am- 5pm, Fri 9am-3pm

Salary Range: $37,000 - $40,000 Based on Education & Experience 

Essential Functions: 

Greeting and Directing Visitors

• Professionally administer all incoming calls
• Ensure phone calls are (re)directed to the proper person/area
• Transfers caller to an associate’s voice mailbox when the associate is unavailable
• Greets and directs clients, visitors, and employees in a professional, friendly, and hospitable manner
• Provides callers with information such as company address, direct dial information, directions to the company location, company fax numbers, company website, and other related information
• Oversite of Emergency Protocol

Mail Services

• Maintain all mail functions (receives sorts and forwards incoming mail for identified agencies and personnel)
• Routes publications to the proper personnel
• Stamps outgoing mail and maintains mail supplies, including the postage machine (service calls, monthly reports, supplies, liaison with postage vendor for updates, repairs, assures money is submitted for postal credit, assist staff)
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Maintains copier service center including copier (stock paper/printing labels, monthly reports, service and repairs)

Requisition of Supplies

• Handles the ordering, receiving, stocking and distribution of office supplies, as designated
• Oversee ordering & stocking of staff kitchen supplies (coffee, utensils, etc.)
• Receives appropriate approvals for purchases

Organization and Coordination of Common Areas

• Ensure common areas (break room, reception area, copy center, media & community room) are kept clean and organized, including assurance that associates, clients, and customers leave common areas as designated by each room pre-planned schematic
• Maintain reservation calendar for Oasis Center Staff for Turner Commons, vans, additional rooms and audio-visual equipment
• Daily stock all paper products in equipment (fax, printer, copier, etc.)

 Administrative

• Perform agency copying for major projects.
• Manage office closing duties.
• Maintain office and van key logs.
• Maintain employee phone lists (update as changes occur)
• Administer YOC badge system.
• Provide program support. 
• Manage text alert system.
• Provide HR support by performing background and DMV checks.
• Enter all training hours for Oasis Center Staff.
• Provide support to the Development Team as needed.
• Other duties as assigned to meet the needs of the organization
• Participate in staff and program development by attending Oasis Center and community-based trainings.
• Attend weekly staff meeting and regular supervision, collaborating with supervisor and appropriate staff on specific case-related problems.

Supervisory Responsibilities: 

• None required

Benefits:

Free Employee Only: HDHP

Vision, Dental, LTD

Employer HSA contribution

12 Paid Holidays

PTO

401K + up to 3% Match

Paid parental Leave

Requirements

Requirements:

•  High school degree or GED

At least three years related experience and/or training; or equivalent combination of education and experience

Skills & Abilities: 

• Strong organizational and problem-solving skills
•  Excellent verbal and written communication skills
•  Ability to work independently on assigned tasks as well as to accept direction on given assignments.
•  Able to work collectively with the administrative team associates.
•  Excellent interpersonal skills 
•  Able to work in a diverse environment
•  Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary 
•  Minimize non-productive time and fill slow periods with activities that enhance the work environment or knowledge, skills and abilities
•  Organize job functions and work area to be able to effectively complete varied assignments within established time frames 
•  Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision
•  Ability to form strong, caring and affirming relationships with all youth –including LGBTQ+ youth.
•  Clear understanding of racial inequities and other forms of discrimination and willingness to operate from an anti-oppression model.
•  Knowledge of an ability to apply Positive Youth Development, Trauma-Informed Care, and evidence-informed practices based in an understanding of adolescent development. 
•  Experience with Microsoft Office Suite, including Word and Excel

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

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.

Oasis Center is an equal opportunity/affirmative action employer and is operated in accordance with a policy which does not permit discrimination because of race, color, sex, age, handicap, national origin, sexual orientation, gender identity, or gender expression.