Office Assistant

Office Assistant Job Description

Qualifications:

Highschool diploma or GED. Associates preferred. Must possess a valid driver’s license with insurance. County-wide travel, working between the Falconer and Dunkirk offices with some evening and or weekend hours is required. A basic understanding of the community and community focused. Bi-Lingual preferred but not required. Starting Pay Scale $18 - $20.

Required Skills:

Knowledge in Microsoft office.

Proficient with social media platforms (Facebook, Twitter, Instagram, Snapchat).

Search Engine and Google search optimization knowledge and skills.

Marketing experience with media platform and social media advertising.

Knowledge of Canva

DUTIES:

The Office Assistant must be an organized, detail oriented, able to multitask, work efficiently, meet deadlines, have good judgment, and be willing to take initiative, and work independently when necessary. The Office Assistant must demonstrate professionalism and enthusiasm and display an attitude that promotes a positive image of Prevention Works.

1. Serve as an assistant to Managers and staff with secretarial duties as needed.
2. Sets-up Board Room with board packets and any other pertinent info; maintains updated Board Corporate Book and New Board Member Orientation Notebook as well as other duties as requested.
3. Prepares and/or types business documents/flyers, transcribes minutes and other routine correspondence.
4. Responsible for answering incoming phones from Dunkirk and Falconer. Properly transfers calls to staff. Communicates to callers and visitors in a professional and helpful manner, provides requested information when appropriate. Screens callers for eligibility of Prevention Works services, completes intake appointment form and submits it to the Prevention Education Specialists.
5. Ensures that the Falconer office is running smoothly and reports any concerns to the Executive Director and/or Associate Director.
6. Responsible for maintaining Prevention files (electronically and/or hard copies).
7. Conducts equipment inventory for the Dunkirk/Falconer office as requested by the Administrative Manager.
8. Maintains an updated video and book inventory for the Dunkirk/Falconer Office.
9. Prepares Material Request Forms, Purchase Order Forms, Credit Card Purchase forms and orders equipment, office supplies, and program materials as needed based on the inventory list. Processes purchases and deliveries to the office.
10. Assists with fundraising activities, conferences and other special events as needed. Solicits for donations and/or supplies for fundraising and/other events.
11. Attends and participates in Prevention Works staff meetings, team meetings, and any other meetings as appointed, and will create and complete minutes for all meetings.
12. Does all of the agency shopping for supplies and materials for both offices and makes sure these areas are neat and stocked.(Checking inventory sheets for Dunkirk/Falconer). Runs necessary errands for the agency.
13. Must understand working operations of all Prevention Works equipment and be able to troubleshoot for equipment problems. Responsible for maintaining all office equipment in good working order (schedules maintenance of all equipment as needed).
14. Responsible for processing incoming and outgoing mail in Falconer.
15. Assists new employees with the orientation process as requested
16. Makes coffee as needed, keeps coffee area clean, and prepares refreshments for meetings, planning events, and trainings.
17. Responsible for understanding the policies and procedures as defined in the Prevention Works Policies & Procedures Manual
18. Responsible for proper opening and afternoon closing procedures of the Prevention Works offices, including starting, turning off equipment, and making sure office is clean and prepared for the following day.
19. Responsible for weekly cleaning in both offices: vacuuming, dusting, cleaning restroom in the Falconer Office and taking out garbage.
20. Performs various additional duties as required by the agency’s administration to meet Prevention Works objectives.