Office Assistant

Summary of Position

The Office Assistant is primarily responsible for handling clerical tasks, answering incoming phone calls and other communications, sorting mail, and greeting guests and visitors. Other duties will include assisting directors and executives with preparing documents, organizing files, managing existing documents, and keeping the office organized and workplace running efficiently.  The Office Assistant reports to the Executive Director.

Essential Duties and Responsibilities

These duties and responsibilities are intended to describe the general nature and level of work being performed by the individual assigned to this position. They are not intended to be a complete list of all duties, responsibilities, and/or skills required. Other tasks may be assigned as needed.

·       Perform general office clerk duties and errands.

·       Greet guests and visitors in a professional manner.

·       Provide guests and visitors with information and direct them accordingly.

·       Answer phone calls and direct callers to the appropriate party.

·       Process, sort, and route incoming and outgoing mail.

·       Sort and distribute communications in a timely manner.

·       Monitor and manage inventory of office supplies and handle shortages; maintain or distribute supplies as needed.

·       Perform other administrative support tasks, including updating and sorting files.

·       Manage filing system.  Create and update records ensuring accuracy and completeness of data, and generate reports or outputs as needed.

·       Use a variety of office software applications including word processing, email, and file management. Creates documents in Word or uses predefined templates and form letters. Creates or maintains files in Excel.

·       Operates and maintains office equipment such as printers, copy machines, fax and postage machines.

·       Resolve office-related malfunctions and respond to requests or issues.

·       Set up conference room and equipment for use.

·       Organize office and assist associates in ways that optimize procedures.

·       Organize and maintain office common areas and workspace.

·       Attend the Commission’s interoffice meetings; take meeting notes, keep minutes, and transcribe into email, document, or spreadsheet form.

·       Assist in coordinating events and various projects as necessary.

·       Maintain adequate supplies of Louisiana’s River Parishes (LARP) collateral at stakeholder locations.

·       Performs other related duties as assigned.
 

Education and Experience

·       High school diploma or general education degree (GED) required, associate degree in office administration, management, or related field preferred.

·       1-3 years of relevant experience in an office setting, preferably in an administrative or clerical role.

·       Proven experience as an Office Assistant or in another relevant administrative role.

·       Proficiency in MS Office, computer skills and ability to operate general office equipment.

·       Thorough understanding of office management procedures.

Additional Requirements

·       Excellent organizational skills, ability to prioritize, and comfortable working independently.

·       Excellent time management skills.

·       Exceptional verbal and written communication skills, including strong spelling, grammar, and punctuation.

·       Strong attention to detail.

·       Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills with a warm personality.

·       Must be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure.

·       Ability to work well under limited supervision.

·       Develop and maintain effective working relationships.

·       Operating a computer and various software packages.

·       Operating a variety of office equipment.

·       Locate information using electronic resources, including the Internet, as assigned.

·       Maintain a reliable and dependable attendance record.

·       Must be able to lift up to 25 pounds and transport equipment and materials for use on work tasks.

·       Must have a valid driver license and appropriate automobile insurance.

·       Must be well groomed and maintain a professional appearance.