Office Assistance (Full-Time) DDS Dept

Responsibilities

• Takes phone calls and takes messages.
• Types and prepares reports, meeting minutes, and plans as requested by the Operational Manager and/or Director of DDS.
• Performs typing and clerical tasks for the DDS Department.
• Completes research for necessary information required for the programs.
• Maintains office supplies and equipment, ordering supplies as needed.
• Maintains accurate ledgers according to agency regulations on expenses and contributions.
• Checks submitted documents for accuracy and requirements before submitting them to Social Services Administration for approval.
• Sets up prospective candidates for interviews for all senior staff openings.
• Attends meetings relevant to fiscal matters as assigned by the Operational Manager and/or Director of DDS.
• Handles billing matters by processing check requests, interacting with vendors, and maintaining petty cash.
• Establishes, maintains, and records files according to agency regulations, including staff time sheets.
• Manages office petty cash and submits receipts weekly.
• Works with external vendors to obtain outstanding invoices.
• Supervises and trains volunteers to ensure compliance with agency standards.
• Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.
• Submits all financial and statistical reports as requested by the Operational Manager.
• Keeps records of all documents processed through the DDS Department.
• Attends meetings, seminars, and job fairs as assigned by the Operational Manager and/or Director of DDS.
• Sweeps and mops to maintain a neat and organized environment in the DDS office.
• Follows up and submits with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program.
• Keeps records of supplies within the DDS offices and reports all deficiencies.

Requirements

• Minimum Associate Degree, with 2 years of business/administrative training or experience.
• Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook.
• Accurate typing skills (Min. 40wpm).
• Bilingual preferred.
• Pleasant telephone manner and attention to detail.
• The ability to work in a fast-paced environment while maintaining a positive demeanor.
• Excellent organizational, time management, and interpersonal skills.
• Must have people skills with experience working in customer service.
• Has respect and consideration for the individuals being served.