Office Assistant

  • Full-time

Company Description

Human Services Management Corporation (HSMC) provides shared business and consulting services to both non-profit and proprietary human services agencies. These services include accounting, payroll, third-party billing and collections, human resources, online and live Continuing Education, marketing, facility development and quality assurance programs.

Job Description

MAJOR RESPONSIBILITIES:

  • To provide support for management staff as assigned and receptionist duties including telephone coverage.
  • Copying, collating, and any special projects and documentation as requested.
  • Process all outgoing mail and shipments.
  • Sort and distribute all incoming mail and packages.
  • Keep In/Out Board, Phone List and Mailboxes current.
  • Coordinate conference room scheduling.
  • Orders, unpacks and takes inventory of all supplies as well as keeping a current receiving log and matching invoices to open Purchase Orders and Packing Slips.
  • Assists Accounts Payable and Account Receivable as needed (filing, mailings tracking, etc.)
  • Errands as necessary (requiring use of personal vehicle).
  • Responsible for office equipment being in good working order including keeping equipment well stocked with paper, etc.
  • Provides assistance to individuals with disabilities requiring assistance for    program access (physical and communication access), including operation of the TTY Telephone
  • Any other reasonable duties as assigned by the President, CEO, or Executive Team.

Qualifications

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

EDUCATION

High School Diploma or GED required

WORK EXPERIENCE

A minimum of 2 years of experience general secretarial and bookkeeping functions required. Strong computer skills specifically in Excel, and Word.  Must have high attention to detail, be able to multi-task effectively, and have strong organizational and communication (verbal and written) skills. 

COMMUNICATION SKILLS

Expressing or exchanging ideas by means of the spoken and written word required.  Those activities in which the individual must convey detailed or important spoken or written instructions and information to students, their families, staff, management personnel and public safety officials, accurately, loudly, or quickly.  Must be able to communicate effectively.   The ability to speak clearly and concisely, and to convey information or articulate an opinion is essential for this position. Must be comfortable speaking / presenting to an individual or to groups. The ability to convey your message in writing using proper grammar is a basic requisite for this position. 

MATHEMATICAL SKILLS

Knowledge of arithmetic and their applications, and ability to perform these mathematical operations.

REASONING ABILITY

Ability to carry out instructions furnished in written, oral or diagram form.  Ability to tolerate interruptions and still be able to prioritize and focus to meet standards of quality in accuracy, attention to detail and time constraints. Ability to learn policies and procedures and apply them to various circumstances including the ability to interpret needs and respond in standardized situations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS/REQUIREMENTS

 Availability to work nights, and early mornings, and/or to travel on  an as needed basis. 

CERTIFICATES, LICENSES, REGISTRATIONS

Not Applicable

PHYSICAL DEMANDS           

The physical demands described 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. 

Hearing.  Perceiving the nature of sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication and to make discriminations in sound.

Sedentary Work.  Exerting up to 40 pounds of force.  Sedentary work involves sitting most of the time.  

Visual Acuity.  The employee is required to have close visual acuity to perform an activity such as:  preparing and analyzing data; viewing a computer screen, extensive reading.  

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

WORK ENVIRONMENT:

The employee is not substantially exposed to adverse environmental conditions.

SUPERVISION/REPORTING:

The Office Assistant reports to the Director of Human Resources and Payroll

Additional Information

Benefits:

  • Medical & Dental
  • 403(b) with Company Contribution
  • Flexible Spending Plan
  • Paid Holidays
  • Leave Benefits (Sick, Personal, Vacation)
  • Voluntary Benefits

Please visit our website at www.hsmc.org to learn more about our organization!

Selection for employment is made regardless of race, color, religion, creed, sex, sexual orientation, gender identity/expression, pregnancy or pregnancy-related condition, marital status, national origin, ancestry, age, disability, handicap, genetic information, someone who is a member of, applies to perform, or has an obligation to perform, service in a uniformed military service of the United States, including the National Guard, on the basis of that membership, application or obligation; veteran status, or any other bases protected by law. HSMC participates in E-Verify.

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